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Minutes - 03/10/1992 - Board of Trustees4P VILLAGE OF OAK BROOK Minut ©s__ Ha 1V, 1992 UNOFFICIAL UNTIL APPROVED By BOARD APPROVED AS WRITTEN r„ V OR APPROVED WITH CORRECTIONS___.,, By VILLAGE BOARD CALL TO ORDER 1. .MEETING CALL: The Regular Meeting of the Board of Trustees was called tto rder by32resident Bushy in the Samuel E. Dean Board Room of the Village Pledge of Allegiance was given. ROLL CALL 2. ROLL CALL: The Clerk called the roll with the following persons PRESENT: Presi..ant Bushy, Trustees Bartecki, Krafthefer, Skinner and Winters., Trustee Shumate arrived at 7:36 p.m. Trustee Payovich arrived at 7:38 p.m. ABSENT: None. IN ATTENDANCE: Stephen Berley, Village Manager; Bruce F. Kapff, Assistant to Village !tanager; Vince Long, Assistant to Village Manager' Richard A. Martens, Village Attorney; Maggie Powers, Finance officer/Treasurer; James R. Fleming, Chief of Police; Robert Nielsen, Fire Chief /Building Commissioner; Dale L. Durfey, Jr., Village Engineer; Michael J. Meranda, Superintendent of Public Works; Charles G. McAdams, Sports Core Manager; Tom Hawk, Director of Code Enforcement; and Joanne Fritter, Librarian. 3. ANNOUNCTS: & OPEN FORUM: ANNOUNCEMENTS President Bushy announced the first issue of the Village newsletter was received by residents and thanked Assistant to Village Manager Long, Executive Secretary Margaret Rimbo and Staff for their fine presentation. President Bushy announced on April 12th a fundraiser is being held at Drury Lane to benefit the Center for Abused Children. This facility is under the guidance of the DuPage County Government. President Washy stated normally we do not announce charity events, but this facility is used by tht; Oak Brook Police Department and the Village contributes to the Center. No one spoke for Open Forum. 4. APPROVAL OF MINUTES: MINUTES Trustee Skinner moved to approve the minutes of the Regular Meting Seconded February 25, 1992 as presented and waive the full reading e by Trustee Winters, VOICE VOTE: Motion carried. 5. CONSENT AGE: Trustee Payovich requested Item S.A. "Acceptance of Jurisdictional Transfer - South Frontage, /Roosevelt Road (Timber Edge Drive)" be removed from the Consent Agenda for discussion. Trustee Skinner requested Item S.D. "An Ordinance Grantingf Ordinances Flood Plain nf The Special Use Permit Pursuant To Section 10-34 Of The Code VILLAGE OF OAK BROOK Minutes --1- March 10, 1992 6. Voe- eOT- MW Village Of Oak Brook, Illinois (15 Yorkshire Woods - Rood [Dudek])" be removed from the Consent Agenda as the applicant has requested tabling to the March 24, 1992 Regular Meeting. Trustee Skinner moved to approve the Consent Agenda. Seconded by Trustee Payovich. Roll Call Vote: Ayes: 6- Trustees Bartecki, Krafthefer, Payovich, Shumate, Skinner and Winters. Nays: 0 -None Absent: 0 -None. Motion carried. B. ORDINANCE NO. S -729 AN ORDINANCE AMENDING_ORDINANCF. S -583 AND GRANTING AN RD. S -729 �. ..___.... AMENDED SPECIAL USE PERMIT (501 Oak Brook Road - Christ Church ,)f Oak SPEC.USE AMEND. Brook): Approved Omnibus Vote. 501 O.R.Road C. ORDINANCE NO. S -730 AN ORDINANCE GRANTING A VARIATION FROM THE PROV'ISSIONSORD. S -730 OF SECTIOAT VII(E) (8) OF THE ZONING ORDINANCE OF THE VILLAGE OF OAK BROOD, Y.YiY1.�Yi ■ ��i..0O0X r- SIDE & FRONT ORDINANCE G -601 AS AMENDED, RELATIVE To FRONT AND _SIDE YARD MUIREMENTS YARD VAR. IN AN R -2 SINGLE - FAMILY DETACHED RESIDENCE DISTRICT 408 Luthin Road - 408 Luthin Rd. Cladek : Approved Omnibus Vote. E. ORDINANCE 240. G -483 AN ORDINANCE AMENDING THE ZONING ORDINANCE OF THE ORD. G -483 VILLAGE OF OAK BROOK ORDINANCE G -60 AS AMENDED RELATIVE TO AN EMERGENCY EMERGENCY WARNING SIREN SYSTEM: Approved Omnibus Vote. WARNING SIREN F. ORDINANCE NO. S -731 AN ORDINANCE GRANTING A VARIATION FROM THE PROVISIONSORD. S -731 OF SECTIONS VI -A(6) AND X(A)(4)(a) OF THE ZONING ORDINANCE OF THE VILLAGE EMERGENCY OF OAK_ BROOK, ORDINANCE G -60, � ED. RELATIVE TO STRUCTURE HEIGHT WARNING SIREN (Emergency Warning Siren System): Approved Omnibus Vote. G. ORDINANCE NO. S -732 AN ORDINANCE GRANTING A SPECIAL USE PERMIT IN ORD. S -732 ACCORDANCE WITH THE RULES AND REGULATIONS OF THE ZONING ORDINANCE OF THE EMERGENCY VILLAGE OF OAK BROOK FOR AN EMERGENCY WARNING SYSTEM: Approved Omnibus Vote. WARNING SIREN H. ORDINANCE NO. G -484 AN ORDINANCE ANMING THE PERSONNEL RULES & ORD. G -484 REGULATIONS OF THE VILLAGE OF OAK BROOK AND REVISING THE PROVISIONS OF THE EDUCATIONAL EDUCATIONAL RECOGNITION PLAN: Approved Omnibus Vote. RECOGNITION PLAT I. REFERRAL: BENNETT - REAR YARD VARIATION (31 Hickory Drive) -- Referred REFERRAL: to Zoning Board of Appeals meeting of 82ril 7, 1992: Approved Omnibus REAR YARD VAR. Vote. 31 Hickory Dr. ITEMS REMOVED FROM CONSENT AGENDA: A. ACCEPTANCE OF JURISDICTIONAL TRANSFER - SOUTH FRONTAGELROOSEVELT ROAD JURISDICTIONAL Timber Edge Drive): TRANSFER (Timber Edge Dr Trustee Payovich requested Village Engineer Durfey to clarify the removal of the west side guard rail. Village Engineer Durfey stated he met with the State and the removal of the guard rail was due to the railing not meeting present standards. The revised standards state the slope of the ground is safer than the guard raii. Trustee Payovich requested a motion from the floor, as she felt the removal of the railing was a hazard to residents and would vote against the proposed transfer. VILLAGE OF OAK BROOK Minutes -2- March 10, 1992 7. V® 6— ec)T~ M o't! 3-1C>-q �L Trustee Krafthefer !r--fed to accept the Jurisdictional Transfer from the Illinois Department of Transportation of Roosevelt Road South Frontage Road, from Salt Creek to York Road, as recently improved /reconstructed by the State of Illinois /Department of Transportation. Seconded by Trustee Bartecki. Roll Call Vote: *,yes: 5- Trustees Bartecki, Krafthefer, Sbutmate, Skinner and Winters. Nays: 1-- Trustee Payovich. Absent: 0 -None. Motion carried. D. AN ORDINANCE GRANTING A FLOOR PLAIN SPECIAL USE PERMIT PURSUANT TO SECTION SPECIAL USE 10-34 OF THE CODE OF ORDINANCES OF THE VILLAGE OF OAK BROOK, ILLINOIS (15 PERMIT Yorkshire Woods - Rood (Dudekl)_: 15 Yorkshire Trustee Skinner moved to table this proposed ordinance to the Regular Meeting of March 24, 1992. Seconded by Trustee Shumate. VOICE VOTE: Motion carried. ORDINANCES AND RESOLUTIONS: A. RESOLUTION NO. R -556 A RESOLUTION FOR MAINTENANCE OF STREETS AND HIGHWAYS RES. R -556 BY MUNICIPALITY UNDER THE ILLINOIS HIGBWAY CODE (1932 MFT Maintenance 1992 MFT enditures ): Maintenance Expenditures This resolution is required �,,y the Illinois Department of Transportation (1992 Crack for MFT funding of the 1992 Crack Sealing Project (Yorkshire Woods, Old Sealing Project Harger Road, Clearwater Drive, Commerce Drive, Adams Road, Trinity Lakes Subdivision (excluding Trinity Lane), Woodside Estates Subdivision and Saddlebrook Subdivision Streets). Trustee Payovich moved to pass Resolution No. R -556 as presented and to grant approval of the advertising of bids for the 1992 Crack Sealing Project to be received on Monday, April 6,. 1992 at 11:00 a.m. Seconded by Trustee Skinner. Roll Call Vote: Ayes: 5- Trustees Krafthefer, Payovich, Shumate, Skinner and Winters. Nays: 1- Trustee Bartecki. Absent: 0 -None. Motion carried. 8. DEPARTMENTAL REPORTS - SPECIALTY AREAS: Finance; Purchasing; and Hotel, Convention & Visitors Committee: Trustee Bartecki - Draft of the 1992/93 Corporate Fund Budget will be reviewed at the and of the meeting. Sorts Core: Trustee Krafthefer - The next Bath & Tenn.Ls Members' Committee meeting will be on March 19th, 9:00 a.m., at the Bath Je Tennis Clubhouse. The Golf Committee meeting will be April 8th at 7:30 p.m. at the Sports Core Administration Office. The Golf Course opened February 29th and 874 rounds have been played. Sports Core Manager McAdams has established a format and regular agenda for weekly Sports Core Staff meetings. Environmental Concerns & Public Works: Trustee Payovich - No report. VILLAGE OF OAK BROOK Minutes -3- DEPARTMENTAL xEPORTS March 10, 1992 a Personnel & Library: Trustee Shumate - President Bushy and Trustee Shumate attended a Library meeting. Trustee Shumate req``ested the Commission to study the following: what Village residents desire for a Library; what are the Commission's goals; how to satisfy the goals; investigate the direction of the Library as a separate taxing body or remain as a department of the Village. Trustee Shumate stated he received assistance from McDonald's in the possible production of a video for the Village that can be modified for commercial real estate, residential, hotels, corporations and Civic Association use. The cost estimate is within the range discussed by the Board. Zoning Planning: nn�: Trustee Skinner - Tom Hawk, Director of Code Enforcement, is readying a Village manual to assist residents in applying for zoning permits and variances. Public Safety: Trustee Winters - The Fire Department attended an area -wide emergency training session at Hinsdale Hospital. As a result of the Children's Safety Program, officer John Mitchell, will be televised presenting his program on :able CNBC, Discovery Channel, and NBC, Channel 5. Patrol Officer Mary Jo Nugent will be replacing Officer Mitchell as the Village Safety Officer. President Bushy stated the area meetings she attended representing the Village. Bruce Kapff, Assistant to Village banger, presented the annual recycling report. UNFINISHED BUST*-qESS: A. BID RECOMMENDATION - VILLAGE HALL RENOVATION AND FURNITURE Administratio RENOVATION HALL Area): In late 1991, the Village Eoard authorized staff to finalize bid documents and accept bids for the Village Hall R- ,novation project and necessary furniture associated with the relocation of certain staff as part of the project. This project was not budgeted in the 1991/92 budget, since it was conceived after this year's budget was approved by the Board. Therefore, in directing solicitation of bids, the Board directed that the project could only be done if there would be adequate surplus revenues in the 1991/92 budget. Trustee Krafthefer moved to reject the bid from Kandu Construction, the lowest bidder, for failure to meet the bid specifications requiring a minimum of five years experience in office space remodeling construction. Seconded by Trustee Bartecki. VOICE VOTE: Motion carried. Trustee Krafthefer moved to accept the bid of the Dubs Company, as the lowest responsible bidder, in the amount of $79,217 to perform Village Hall renovation work including base bid and Alternate 1, conference room construction in back of the Board Room; Alternative 2, provision of two dedicated electrical circuits which in the future can be used to provide uninterrupted power supply (UPS) to the administrative computers; and Alternative 4, replacing existing incandescent lights in two of the offices with office standard fluorescent lighting; and to accept the bid of T,andgraf's in the amount of $16,730.90 to provide various furniture items in conjunction with the renovation project. Seconded by Trustee Bartecki. Roll Call Vote: VILLAGE OF OAK BROOK Minutes -4-- March 10, 1992 /'f0 \)o ,' - ftT-- -M,•tJ 10 - io -q;k 0 Ayes: 4- Trustees Bartecki, Krafthefer, Payovich and Skinner. Nays, 2- Trustees Shumate and Winters. Absent: 0- None. Lotion carried. B. RECOMMENDATION - DISPOSAL► OF BASIC IV COMPUTER HARDWARE AND ROYAL 1458 I BASIC OSAL.& COPIER: ROYAL 1458 Trustee Bartecki moved that Linda J. Peterson of REACT omp ter Se viicces, COPIER Inc. be allowed to take delivery of the Basic IV Computer of 1458 Copier at that Bruce Dickert be allowed to take delivery f the earliest date. Seconded by Trustee Krafthefer. VOICE VOTE: Motion carried. Trustee Bartecki noted that no one had responded to the Village's solicitation for bids to purchase this equipment. C. RECOMMENDATION - BICYCLE /PEDESTRIAN PATHWAY: BICYCLE/ PEDESTRIAN Trustee Payovich noted that the Plan Commission's recommendations for the pAT1ggAY Bike /Pedestrian Path System for the 1992/93 budget year would be placed on file for consideration. These recommendations include the following points: 1. Establish budget line items for path maintenance - both stone paths and asphalt paths. 2. 92/93 maintenance funding a. $25,000 for crushed stone paths (Based on last year's actual expenses) b. $25,000 For asphalt paths 3. The Capital Improvement Plan calls for the south York Road path to be ronstructed this year at an estimated cost of $08,000. The Plan :omission recommends this as a high priority item. 4. $15,000 to hire a consulting engineer to provide the following: a. Develop a detailed, accurate map b. Develop path construction specifications including all necessary safety and identification signage C. Perform an in depth condition survey The accomplishment of this item will allow much better future path system planning. D. IDOT OAK BROOK AGREEMENT REGARDING JORIE BOULEVARD RECONSTRUCTION: IDOT /OB AGMT. JORIE BLVD. Trustee Payovich moved to approve the "Illinois Department of Transportation -Local Agency Agreement for Federal Participation" for the Jorie Boulevard Reconstruction Project and approve Bureau staff attaching Local Roads that agreement the letter to F`eroz Nathani, and Streets regarding the placement of $875,000 for Sthe Villae'ss share of this project within the proposed FY 92/93 budget. Skinner. Roll Call Vote: Ayes: 6-Trustees Bartecki, Kraf�thefer, Payovich, Shumate, Skinner and Winters (on Grant only). Nays: 0 -None. Absent: 0 -None. Motion carried. jrant for Trustee Winters applauded the fact the Village to receiving a tax funds the Jorie Boulevard project but does not agree for funding the remainder of the project. VILLAGE OF OAK. BROOK Minutes -.5- March 10, 1992 2. Vote -roc r-m w 10. NEW W_BUSI, NNEESS: A. APPOINTMENTS: ID Trustee Skinner moved to concur with the recommendation of President Bushy to appoint Joseph Kruvi to the Oak Brook Hotel, Convention and Visitors Committee; term to expire February 28, 1993. Seconded by Trustee Bartecki. VOICE VOTE: Motion carried. B. RECOMMENDATION TO ACCEPT, QUOTE- FOR SPORTS CORE: Trustee Krafthefer moved to approve the amount of $8,500.00 to the Xerox Corporation for the purchase of a 5034 copier and a 5012 desktop copier. Seconded by Trustee Payovich. Roll Call Vote: Ayes: 6- Trustees Bartecki, Krafthefer, Payovich, Shumate, Skinner and Winters. Nays: 0 -None. Absent: 0 -None. Motion carried. APPOT.NTMENT: KRUVI OHCVC COPIERS FOR SPORTS CORE C. REQUEST FOR WAIVER OF FEES - USE OAK BROOK SPORTS CORE PROPERTY By POLO & FEE WAIVER h2UESTRIA � OF OAK BROOK: POLO & EQUES- TRIAN CLUB Trustee Krafthefer moved to waive all fees for the Oak Brook Polo and Equestrian Club to host the Great Lakes Horse Show July 3rd thru July 5, 1992. Seconded by Trustee Payovich. VOICE VOTE: Motion carried. Trustee Shumate requested a Certificate of Insurance of $2 million and clean -up and restoration be finalized in a letter of agreement. D. REQUEST FOR EXTENSION OF CONTRACT - LANDSCAPE MAINTENANCE: It is recommended that formal bids be waived and that Oak Brook Maintenance's proposal be accepted due to: 1. The quality of their work is known; 2. Oak Brook Maintenance Company knows the work and locations involved; requiring less administrative time by staff; 3. Their 4.1% increase covering the two year contract extension is modes 4. Lack of resident complaints regarding their restoration work; i.e., water main break and snow plow damage; and 5. The lack of bids received during the last bid in 1989. Only one bid was received from nine companies solicited. CONTRACT EXTENSION - LANDSCAPE MAINTENANCE Trustee Payovich moved to waive formal bids and grant a two year contract extension to Oak Brook Maintenance Company, Inc. for landscape maintenance work in the amount of $70,185 per year For the next two years. Seconded by Trustee Winters. Roll Call Vote: Ayes: 6-- Trustees Bartecki, Krafthefer, Payovich, Shumate, Skinner and Winters. Nays: 0 -None. Absent: 0 -None. Motion carried. VILLAGE OF OAK BROOK Minutes 2.9. Marcia 10 , 3-1® °fix E. RE UEST TO NEGOTIATE CONTRACT - TRI-STATE TOLLWAY I WATER MAIN CONTRACT: CROSSING NEAR CERMAIK TOLL PLAZA: TRI -STATE IMP. WATERMAIN Trustee Shumate noted that this is a certified area not within the Village boundaries and we must now use Water Fund monies for this capital improvement. Village Attorney Martens will evaluate whether the affected residents may be assessed the cost of the project. Trustee Winters requested definition on the legality of what avenues are available to the Village to that area that is being served by this water main. He further requested what options are available of giving this to another community to serve said area. Trustee Payovich moved to authorize staff to negotiate a contract with Stanley Consultants, Inc. for professional engineering design and construction inspection services for a water main crossing of the Tri -State Tollway north of the 22nd Street Toll Plaza. Seconded by Trustee Krafthefer. VOICE VOTE: Motion carried. F. REQUEST TO NEGOTIATE CONTRACT- I -294 WATER MAIN /31st STREET TO CANTERBERRY CONTRACT: LANE: I -294 WATER- '°"-' MAIN(31st to Trustee Payovich moved to authorize staff to negotiate a contract with Canterberry) Civiltech Engineering, Inc. for professional engineering design and inspection services for a water main extension on the Tri -State Tollway between 31st Street and Canterberry Lane. Seconded by Trustee Skinner. VOICE VOTE: Motion carried with Trustees Bartecki and Shumate voting nay. G. BID AUTHORIZATION- 1992 CRACK SEALING PROJECT: 1992 CRACK SEALING See 7.A. PROJECT 11. FINANCIAL: A. APPROVAL OF BILLS: APPROVAL OF BILLS Voucher List of } Bills Presented for Approval March 101 1992 to reflect payment from the following funds: General Corporate Mind $199,302.28 Hotel /Motel Tax Fund 2,420.88 Motor Fuel Tax fund 4,499.11 Water Fund 70,079.86 Sports Core Fund 16,633.01 Trustee Bartecki moved to approve Voucher List of Bills in the total amount of $292,935.14 and authorize the Village President to affix her signature thereon. Seconded by Trustee Payovich. Trustee Winters abstained from voting on the bills from Illinois Bell and Nortbern Illinois University due to employment by same. Roll Call Vote: Ayes: 6- Trustees Bartecki, Krafthefer, Payovich, Shumate, Skinner. and Winters. Nays: 0 -None Absent: 0 -None. Abstain: 1- Trustee Winters as noted above. Motion carried. VILLAGE OF OAK BROOK Minutes -7- March 10, 1992 Vol►- r6oT -M;d 3 -1 a- qo;k B. DISCUSSION OF DRAFT 1992193 CORPORATE FUND BUDGET: 1992/93 ® CORPORATE FUND • Village Manager Berley presented a slide presentation of a draft of the BUDGET 1992/93 Corporate Fund Budget. The proposed 1992/93 net revenues are: 1. Sales Tax receipts of $6,900,000. 2. The income tax surcharge estimates to be $58,000 lower than last year. 3. Village Fines and False Alarm fees are suggested for increase and institution of an alarm monitoring fee. Estimate increase of $47,800 in revenues. 4. IBT franchise fee to be $129,250. 5. Half of the 3orie Boulevard reconstruction project is funded by a $875,000 grant. 6. Increase the utility tax by 1% for 11 months of 92/93 fiscal year and maintain tax for one year. The proposed 1992/93 Corporate Fund ei.penses are: 1. $3,464,397 in capital expenditures. $2,918,050 of these monies are for the Public Works projects: Torie Boulevard, Windsor and Harger Road bridge work. $850,000 capital improvements were deferred by Staff due to budget shortage. 2. Salary increases of 4% for Top -of -Grade employees, employees going through the grades receive 3% (for satisfactory), 4% (above- average) and 5% (exceeding standards) plus the 4% adjustment for the grades. Angelo Nardi, a representative of Intergovernmental Personnel Benefit Cooperative, addressed the Board on the Village's benefit program. He stated he has met with the Village's Employee Benefit Committee. He stated the Village has two weeks to formulate methods of providing employee benefits, funding and controlling insurance costs. Mr. Nardi recommended incentives to our employees: multiple medical options or cash incentives for non-usage. Trustee Bartecki addressed the salary r ige proposal to the Village Board. Trustee Bartecki requested investigation of the process for a Home Rule community which would allow the Village to increase the sales tax by 1/4%. A voter referendum is required. President Bushy stated that she and Trustee Bartecki will present the proposed salary range classification to any Departments. Village Manager Berley commented the Employee Benefit Committee will make recommendations to be presented to the Board. President Bushy noted the Health Care & Employee Benefit Committee is an advisory to Village Staff and the Board. It consists of employees from each department coordinated by Vince Long. Trustee Winters requested Region IV salary data be made available to the Board. VILLAGE OF OAK BROOK Minutes -8- March 10, 1992 L�' VQv:�' ear- mi�J 12. EXECUTIVE SESSION: Trustee Winters moved to adjourn to Executive Session for discussion of personnel and employment. Seconded by Trustee Shumate. Roll Call Vote: Ayes: 6- Trustees Bartecki, Krafthefer, Payovich, Shumate, Skinner and Winters. Nays: 0 -None Absent: O -None. Motion carried. 13. ADJOURNMENT: Trustee Winters moved to adjourn the meeting at 11:38 p.m. Seconded by Trustee Shumate. VOICE VOTE: Motion carried. - ATTEST: Linda K. Gunnel Village Clerk a:btmn310 EXECUTIVE SESSION ADJOURNMENT VILLAGE OF OAK BROOK Minutes -9- March 10, 1992 46