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VILLAGE OF OAK BROOK Minutes MARCH .11..1
UNOFFICIAL UNTIL APPROVED AS WRITTEN
OR S AMENDED BY VILLAGE BOARD ON
a.
1. MEETING CALL: MEETING CALL
The Regular Meeting of the Board of Trustees was called to order by President
Bushy in the Samuel E. Dean Budrd Room of the Village Commons at 7:54
p.m. Pledge of Allegiance was given.
2• ROLL CALL: ROLL CALL
The Clerk called the roll with the following persons
PRESENT: President Bushy, Trustees Kenny, McInerney and Shumate.
ABSENT: Trustees Bartecki, Payovich and Savino.
IN ATTENDANCE: Stephen B. Veitch, Village Manager; Michael A. Crotty,
Assistant to the Village Manager; Dale L. Durfey, Jr., Village Engineer; Tom
Hawk, Director of Community Development; Bruce F. Kapff, Director of
Information Services & Purchasing; Darrell J. Langlois, Finance
Officer/Treasurer; Richard A. Martens, Village Attorney; Ruth A. Martin,
Library Director; Bonnie Sartore, Bath and Tennis Club Manager and Trey
VanDyke, Golf Club Manager.
3. ANNQUNCU�S & QPEN FORUM: ANNOUNCEMENTS
AND
Trustee McInerney noted, from the Illinois Municipal League Legislative OPEN FORUM
Update, a number of bills being introduced in Springfield. He publicly thanked
President Bushy and Village Manager Veitch for their efforts in the defeat of
HB735. President Bushy explained that the Illinois Municipal League does an
excellent job of providing documentation of the bills in Springfield and the
DuPage Mayors mid Managers examines them in depth.
For the record, President Bushy indicated that due to a lack of a quorum, a
video of the stormwater intake into the Elmhurst Quarry from the latest storm
event was viewed prior to calling the meeting to order. An estimated 3,500
acre feet of water filled a third of the Quarry. President Bushy noted her
pleasure in serving on the DuPage County Stormwater Committee and hoped
that DuPage County and Anthony Charlton, Project Engineer for the Elmhurst
Quarry, would receive a public service award for the massive project.
5
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VILLAGE OF OAK BROOK Minutes 1 of 15 March 11, 1997
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Motion by Trustee McInerney, seconded by Trustee Shumate, to approve the
minutes of the Regular Meeting of February 25, 1997 as presented and waive
the full reading thereof. VOICE VOTE: Motion carried.
5. OhDOUS AGENDA:
MINUTES
Motion by Trustee McInerney, seconded by Trustee Kenny, to approve the
Omnibus Agenda. ROLL CALL VOTE:
Ayes: 4 - Trustees Kenny, McInerney, Shumate and President Bushy.
Nays: 0 - None.
Absent: 3 - Trustees Bartecki, Payovieh and Savino. Motion carried. APPROVAL, OF:
A. APPROVAL QF BILLS: Approved Omnibus Vote.
B. API!ROYAL OF PAYROLL: Approved Omnibuss V
C. CHANUE !.
Omnibus
$309,507.12
PAYROLL -�
$303,733.24(gross)
1996 PAVING
PROJECT
PAYOUTS:
I - JAMES D, FIALA PAM-Cj COMPANY - PAYOUT #4 & 1996 PAVING
EINAL - 1996 PAVINQ PROJECT - INFRASTRUCTURE FUND PROJECT-INFRA-
$37.368.68: •• Omnibus
STRUCTURE 1
I . :'4 o a 0 a C.:
REFERRALS:
:ill ./ i , /1\l! • C DRIVE)
VARIATIONS - FLOOR AREA RATIO AND NUMBER QF FLOOR AREA RATIO
PAKUNG SPACES — REFER TQ ZONING BOARD OF NO. OF PARKING
APPEALS MEETING OF APRIL 1. 1997: Approved Omnibus SPACES(100 Windso
1 Swift
1
F. AUTHORIZATIONTO SEEK B112S OR PROPOSALS: 'Ao
G. REQIJF-SI EOR RELEASE OF FUNDS - OAK BROOK HOJEL. OBHCVC - RELEASE
CONVENTIQN AND VISITORS CQMMIIIEE - 20% QF OF 20% FOURTH
FOURTH QUARTER 1296 HOTEL 1AX RECEIPIS TQ DU PAGE QUARTER 1996 TAX
CONVENTION AND YISITQRS BUREAU - $14,271 a: RECEIPTS
Approved Omnibus
VILLAGE OF OAK BROOK Minutes 2 of 15 March 11, 1997
4
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A. APPOINI EN_TS: No Business.
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Several budget acct u nts, categories and programs ended 1996 over
budget. The Village Beards re ?icy on Finance, Taxation and Budget
outlines the following procedures for budget administration and how
these variances are to be addressed:
1.That the Budget Officer, %%ith 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 approved by the Board of Trustees upon the
recommendation of the Village Manager.
3. That any transfer from contingency shall be approved 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 approved by the Board of Trustees upon the recommendation of
the Village Manager.
After the budget transfers were made administratively as authorized in
item # 1, some individual programs remained over budget. The
schedule attached to the ordinance provides the necessary transfers
between budget prog •ams so that each category in every program is
within budget.
During 1996 three funds exceeded budget in total. The Police
Pension Fund exceeded its budget by $40.290 due to the retirement of
two police officers, whereas for budget purposes the Village only
planned for one additional retirement. The Self - Insurance Fund
exceeded its budget by $62.425 due to higher than anticipated health
claims. The Garage Fund exceeded its budget by $17,480 due
primarily to large increases in gasoline prices as compared to when
the budget was prepared in Fall of 1995. The ordinance amends the
total budget in these three funds in order to maintain legal budgetary
compliance.
VILLAGE OF OAK BROOK Minutes 3 of 15 March 11, 1997
ORD- 97— BU -EX1-
S -872
TRANSFER AMONG
BUDGET LINE ITEMS
6y $ �a. `x,. n +;;ro....rta";' };;�:,'"F: °;' `-!' n "..u�'•� °� IT, •'ry 71k 77 1,
Motion by Trustee McInerney, seconded by Trustee Kenny, to pass
Ordinance 97- BU -EXI -S -872, "Ordinance Authorizing Transfers
Among Budget Line Items ", as presented and waive the full reading
thereof. ROLL CALL VOTE:
Ayes: 4 - Trustees Kenny, McInerney, Shumate and President
Bushy.
Nays: 0 - None.
Absent: 3 - Trustees Bartecki, Payovich and Savino. Motion
carried.
CHAUER 8- ARTICLE IVA ,SQLICITORS
QF IHE CODE OF ORDINANCES QF IHE VILLAGE •. QAK PEDDLERS
BROOK, ILLINOIS:
Staff has developed a comprehensive amendment to Article IV of
Chapter 8 of the Code dealing with soliciting and peddling. A draft
of the ordinance was circulated to the Board on February 28. Since
no continents or questions were raised by any rlember of the Board,
the ordinance is essentially unchanged from the draft.
Because different standards have been established in case law for
commercial vs. non - commercial solicitation, the new Article has been
split into two divisions that deal with commercial and non-
commercial solicitation separately.
The proposed ordinance will put in place a more appropriate and
beneficial approach to regulating soliciting and peddling than is
currently the case.
Motion by Trustee Kenny, seconded by Trustee McInerney, to pass
Ordinance 97- LC -SOL -G -584, An Ordinance Adopting A
Comprehensive Amendment To Chapter 8, Article IV, "Solicitors and
Peddlers" Of The Code Of Ordinances Of The Village Of Oak Brook,
Illinois ", as presented and waive the full reading thereof. ROLL
CALL VOTE:
Ayes: 4 - Trustees Kenny, McInerney, Shumate and President
Bushy.
Nays: 0 - None.
Absent: 3 - Trustees Bartecki, Payovich and Savino. Motion
carried.
VILLAGE OF OAK BROOK Minutes 4 of 15 March 11, 1997
4
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Bid packages were picked up by nine (9) companies. Six (6) sealed
bids were received on February 26, 1997. The project calls for the
paving of approximately 3,700 lineal feet -pf 8 -foot wide cart paths
(adjacent to holes #11, 12, 14, 16 and 18). The work is scheduled to
be completed on either May 27 (weather permitting) or June 3. The
bid unit price received this year is $O.f;O more per ton (2% increase)
over last year's contract.
This is the third year of a five -year program to pave cart paths at the
golf course. The volume of work scheduled for each year is
comparable. FuZds in the amount of $21,720 have been budgeted in
the Sports Core Improvement Program (14- 8401).
Motion by Trustee McInerney, seconded by Trustee Kenny, to award
a contract, subject to staff review, to the lowest responsible bidder,
Meyer Paving, Inc., Lombard, at a unit cost of $42.80 per ton
(estimate of 393 tons) for an estimated total project price of
$16,820.40 ROLL CALL VOTE:
Ayes: 4 - Trustees Kenny, McInerney, Shumate and President
Bushy.
Nays: 0 - None.
Absent: 3 - Trustees Bartecki, Payovich and Savino. Motion
carried.
Prospective Bidders were required to be IDOT prequalified for this
work. Bid packages were picked up by eight (8) companies. Seven
(7) competitive sealed bids were received on February 26, 1997. The
low base bid is approximately 11 % or $199,655 below the engineer's
estimate of $1,817,644, and 9% or $158,011 under the budget of
$1,776,000.
Areas included in this project are 35"' Street (Adams Road - Route
83), Acorn Hill Lane, Bradford Lane, Brighton Lane, Camelot Drive,
Concord Drive, Dover Drive, Glendale Avenue, Grant Street, Hunt
Club Lane (Bradford Lane - end of curb), Ivy Lane, Marian Square,
Mockingbird Lane, Sheffield Lane, St. Francis Circle, St. Johns
Court, St, Josephs Drive, St. Marks Court, St. Michael Court,
Stafford Lane, Washington Street, Wood Road and the Sports Core
parking lots (driveway scheduled for 1998). Work is scheduled to
VILLAGE OF OAK BROOK Minutes 5 of 15 March 11, 1997
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GOLF COURSE
CART PATH
PAVING
1997 PAVING
PROJECT -
INFRASTRUCTURE
FUND
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take approximately 120 days following issuance of the Notice to
Proceed.
The base bid included standard painted lines for the Bath and Tennis
parking lot. Staff recommends accepting the alternate for
thermoplastic markings (net additional cost of $3,337.20), which will
last up to seven years and eliminate the need for Public Works
personnel to annually i e -paint the lines. Funds in the amount of
$1,776,000 have been budgeted in the Roadway Improvement
Program (460 1 ) of the Infrastructure Fund for this work.
Motion by Trustee McInerney, seconded by Trustee Kenny, to award
a contract, subject to staff review, to the lowest responsible bidder,
Callaghan Paving, Inc., Burr Ridge, based on the unit prices
submitted, for an estimated total project price of $1,621,216.67 (base
bid of $1,617,988.57 plus net cost alternates of $3,228.10).
Trustee Shumate inquired if it would be prudent to include curb and
gutter around the circle of the Bath and Tennis Club. President
Bushy indicated staff will be reviewing this for cost estimates. It will
be brought before the Village Board for approval in the form of a
change order if there is funding in the budget. Village Manager
Veitch explained that the DuPage County widening of Oak Brook
Road will include resurfacing the driveway from the Bath and Tennis
Club drive to the showfield.
President Bushy requested staff to work with the residents affected by
the road improvements. Village Manager Veitch indicated that the
road work being done is similar to what was accomplished in York
Woods last year. The extent of disruption will not be as severe as full
removal of a street.
ROLL CALL VOTE:
Ayes: 4 - Trustees Kermy, McInerney, Shumate and President
Bushy.
Nays: 0 - None.
Absent: 3 - Trustees Bartecki, Payovich and Savino. Motion
carried
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Bid packages were sent to five (5) prospective bidders. Two (2)
competitive sealed bids were received on March 5, 1997. Three (3)
companies were unable to bid for the following reasons: getting lost
on the way to the bid opening, no longer doing repair /replacement
VILLAGE OF OAK BROOK Minutes 6 of 15 March 11, 1997
�v I
WATER METER
TESTING /REPAIR/
REPLACEMENT
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work, and not having the required certifications and no longer do
replacements.
The contractor will be testing, repairing and replacing a number of
large water meters (2" to 8 ") located in the commercial area of the
Village on an as- needed basis, prompted by Village work orders.
Funds for this work are includes: in the Water Operations Program
(08- 3501).
Motion by Trustee McInerney, seconded by Trustee Shumate, to
award a three -year contract, subject to staff review, to the lowest
responsible bidder, M. E. Simpson Company, Inc., Valparaiso,
Indiana, at the bid unit prices noted on Purchasing Director Kapff's
bid tabulation dated March 5, 1997 (total estimated cost of $16 730
each ;rear, 1997, 1998 and 1999). for the testing, repair and
replacement of water meters. ROLL CALL VOTE:
Ayes: 4 - Trustees Kenny, McInerney, Shumate and President
Bushy.
Nays: 0 - None.
Absent: 3 - Trustees Bartecki, Payovich and Savino. Motion
carried.
Trustee Shumate requested, for the record, that the cost of the water
meter testing/repair/replacement project is funded by the Water Fund.
_ • 1: �uu.��: _
Bid packages were sent to fifteen (15) firms. Competitive sealed bids
were received on March 5. 1997 from eight (8) companies. Staff is
recommending acceptance of some bids which were not the lowest
submitted price, as the lower priced items were for proposed
substitutions which did not meet the Village's specifications.
Contracts with the awarded 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
$65,000 has been budgeted in various accounts for the purchase of
these items.
VILLAGE OF OAK BROOK Minutes 7 of 15 March 11, 1997
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GOLF COURSE
COMMODITIES
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work, and not having the required certifications and no longer do
replacements.
The contractor will be testing, repairing and replacing a number of
large water meters (2" to 8 ") located in the commercial area of the
Village on an as- needed basis, prompted by Village work orders.
Funds for this work are includes: in the Water Operations Program
(08- 3501).
Motion by Trustee McInerney, seconded by Trustee Shumate, to
award a three -year contract, subject to staff review, to the lowest
responsible bidder, M. E. Simpson Company, Inc., Valparaiso,
Indiana, at the bid unit prices noted on Purchasing Director Kapff's
bid tabulation dated March 5, 1997 (total estimated cost of $16 730
each ;rear, 1997, 1998 and 1999). for the testing, repair and
replacement of water meters. ROLL CALL VOTE:
Ayes: 4 - Trustees Kenny, McInerney, Shumate and President
Bushy.
Nays: 0 - None.
Absent: 3 - Trustees Bartecki, Payovich and Savino. Motion
carried.
Trustee Shumate requested, for the record, that the cost of the water
meter testing/repair/replacement project is funded by the Water Fund.
_ • 1: �uu.��: _
Bid packages were sent to fifteen (15) firms. Competitive sealed bids
were received on March 5. 1997 from eight (8) companies. Staff is
recommending acceptance of some bids which were not the lowest
submitted price, as the lower priced items were for proposed
substitutions which did not meet the Village's specifications.
Contracts with the awarded 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
$65,000 has been budgeted in various accounts for the purchase of
these items.
VILLAGE OF OAK BROOK Minutes 7 of 15 March 11, 1997
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GOLF COURSE
COMMODITIES
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Motion by Trustee McInerney, seconded by Trustee Kenny, to award
requirements contracts to the following seven companies, subject to
staff review, based on unit prices bid by the lowest responsive
bidders: Bojo Turf Supply, Frankfort, Illinois ($4,657.21)
Consery FS, Tinley Park, Illinois ($1,362.71)
H & E Sod Nursery, Markham, Illinois ($12.69)
Huber Ranch Sod Nursery, Schneider, Indiana ($1.17)
Lesco, Rocky Ttiver, Ohio ($2,011.41)
Scotts Company, Marysville, Ohio ($22.80)
Turf Products, West Chicago, Illinois ($287.14)
ROLL CALL VOTE:
Ayes: 4 - Trustees Kermy, McInerney, Shumate and President
Bushy.
Nays: 0 - None.
Absent: 3 - "Trustees Bartecki, Payovich and Savino. Motion
carried.
D. APPROOVAL OF AQUARIAL REEMS - EOLLCE & ACTUARIAL REPORTS
F_ IREF1.OHHERS' PEN.SION FUNDS: POLICE AND
FIREFIGHTERS'
For the last several years the Village and each pension fund have PENSION FUNDS
jointly agreed to have an actuarial study performed annually in order
to determine the Village's contribution for the upcoming year. For
the 1997 study, it was the desire of both pension boards to change the
actuary used for the study. After reviewing the qualifications of five
firms, Timothy W. Sharpe was chosen to perform the actuarial study.
Motion by Trustee McInerney, seconded by Trustee Kenny, to
approve the Actuarial Valuation Report for the Year Beginning
January 1, 1997 and Ending December 31, 1 997 for the Oak Brook
Police and Firefighters' Pension Funds as submitted by Timothy W.
Sharpe, Actuary. ROLL CALL VOTE:
Ayes: 4 - Trustees Kenny. McInerney, Shumate and President
Bushy.
Nays: 0 - None.
Absent: 3 - Trustees Bartecki, Payovich and Savino. Motion
carried.
E. APPROVAL OF 1997 VILLAGE CONTRIBUTION RAILS TO 1997 VILLAGE
PQLICE NOD FIREFIGHTERS' GHTERS' PENSION FUNDS: NDS: CONTRIBUTION
RATES TO POLICE
Firefighters' Pension Fund: AND FIREFIGHTERS'
g PENSION FUNDS
The actuarial report indicates that the Firefighters' Pension Fund is
103.9% funded as of January 1, 1997. While still in very strong
VILLAGE, OF OAK BROOK Minutes 8 of 15 March 11, 1997
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financial position, the percentage funded has decreased substantially
from the last two actuarial studies whereby the Fund was determined
to be 120.99% and 119.82% funded on January 1, 1996 and 1995
respectively. The three major reasons for this change are as follows:
1. 1996 was not a very good year in the bond market as indicated
by the Fund's total return on investments of 4.09 %. This return
was substantially under the 7,5% rate assumed in the actuarial
study.
2. In reviewing the disability history of the Fund it was noted by
the new actuary that the average age of the disability pensioners
was 46, and that the liability assumed for them would only last
approximately 12 more years. Since this appeared to be too
little, the disability liability was increased by approximately
$550,000.
3. The technique employed by the new actuary has resulted in
recognizing the liability attributable to the active firefighters
sooner than the prior actuary. As an offset, the ongoing costs
calculated by the new actuary are less than those calculated b•
the prior actuary. The net result to the Village's annual
contribution due to those differences is insignificant.
In 1996, after several years of both pension funds being over 100%
funded, the Village decided to begin taking a credit against its current
year contribution based on the anticipated earnings on the surplus
funds. This resulted in the Village reducing significantly its pension
cost in 1996. However, since the credit is calculated based on the
interest earnings on the surplus, it was understood that the Village's
contribution will vary more significantly than in the past. The actuary
has recommended a Village contribution of 12.1 % for 1997 as
compared to 6.52% for 1996. This increase is mostly the result of a
reduction in the credit that the Village receives for the interest on the
surplus. The rate is still quite favorable compared to the Village
contribution of 17.92% made in 1995, and is also less than the
12.25% assumed in the 1997 Budget.
Police Pension Fund:
The actuarial report indicates that the Police Pension Fund is 101.7%
funded as of January 1, 1997 as compared to 106.3% in 1996.
Although less dramatic than the Firefighters' Pension Fund, this
decrease is also attributable to investment performance of only 4.15%
compared to the 7.25% assumed by the actuary and faster recognition
VILLAGE'OF OAK BROOK Minutes 9 of 15 March 11, 1997
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of the liability on the active police officers. With the Village
continuing to receive a credit for the interest on the surplus funds, the
actuary has recommended a Village contribution of 12.4% for 1997.
This compares favorably to the 12.77% and 16.17% contribution for
1996 and 1995, respectively, and is also less than the 1997 budgeted
rate of 14.25 %.
Motion by Trustee McInerney, seconded by Trustee Kenny, to
approve a Village contribution of 12.4% of payroll for police officers
to the Police Pension Fund and 12.1 % for firefighter, to the
Firefighters' Pension Fund retroactive to January 1, 1997. ROLL
CALL VOTE:
Ayes: 4 - Trustees Kenny, McInerney, Shumate and President
Bushy.
Nays: 0 - None.
Absent: 3 - Trustees Bartecki, Payovich and Savino. Motion
carried.
Environ_m_en on cros & Engineering: Trustee Payovich - Village Manager
Veitch stated that the Engineering Department is currently out for bids on the
Micro - Surfacing and Crack Sealing projects. Staff has begun to review
drainage problem areas in anticipation of the 1997 Drainage Project.
FinanceTurchasing and Information Services: Trustee Bartecki - Village
Manager Veitch commented that the actuarial studies of the Police and Fire
Pension Funds have both been completed. Fieldwork for the 1996 Audit was
completed on March 4. March 31 is the target date for the issuance of the audit
report. All Finance Department staff has received software training on
Windows 95, Excel and Word.
Village Manager Veitch noted that the contract with Pentamation for major
portions of the Base Level Implementation has been signed.
A request has been made by American Telephone and Telegraph for a
franchise to provide telecommunication services to areas in Oak Brook.
Library- and Hotel. Convention & Visitors Committee: Trustee McInerney -
Staff is negotiating with the architect regarding a contract for the Library
constriction project.
The heavy rains last week caused some flooding in the Library. Assistant to
Village Manager Crotty helped move equipment and materials to dry places.
Public Works personnel assisted with clean up throughout the day. There is
damage to a wall in the Encyclopedia Room which Public Works is repairing.
Problems occurring from the flood will be corrected by the Public Works
Department.
VILLAGE OF OAK BROOK Minutes
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10 of 15 March 11, 1997
DEPARTMENTAL
REPORTS —
SPECIALTY AREAS
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Circulation has increased, but there is a concern that it may decline when road
improvements begin on Oak Brook Road.
There was an all -time high record number of participants in the Library's
program, triad Science, a one -hour presentation featuring "incredible,
interactive feats of chemical magic, bubbling potions, special movie effects
and a laser light show ".
The "ALA Ethics Statement for Public Library Trustees" was distributed to the
Village Board of Trustees.
Oricom Marketing and Advertising has been purchased and is now called
BVK/McDonald. They have begun the information gathering and research
portion of their proposal to develop a long range marketing plan for the Oak
Brook Hotel, Convention and Visitors Committee.
Personnel & Public Safety -,: Trustee Kenny - Fire Chief Nielsen retired, acid on
February 9`' Captain Sittig was appointed Chief.
The Month of February has seen a slow down in the number of responses from
January. However, they are still 12% greater than last year's totals. In
addition, the Fire Department provided mutual .aid to Elmhurst and Villa Park
with an engine and Westmont and Oakbrook Terrace with an ambulance.
Village Manager Veitch explained that the Oak Brook Police Department
joined the Fraternal Order of Police Lodge 213. This is a voluntary and
chat itable organization. It is not a labor organization but raises funds for
charities. Chief of Police Klatzco issued a press release that it is an
independent charitable organization and appreciated the cooperation of the
newspapers for printing his remarks. The Village Board has no involvement in
this organization.
Patrol Officer Danny Ramirez will graduate from The Suburban Law
Enforcement Academy-, and Patrol Officer John Jacobs, who began his
employment with the Village in January, graduated from the Cook County
Metra Police Academy.
Planning & Zoning: Trustee Shumate - The Plan Commission is still working
on the Comprehensive Plan and Zoning Ordinance update.
Public Qrks & Cable Television: Trustee Savino - Village Manager Veitch
reported that a total of 40.75 inches of snow was recorded during 27
snow /ice /freezing rain events for the 1996/97 winter season. Seasonal
averages beginning width the 1990 /91 winter season were: snow amount -31.6
inches, number of events -25; and tons of salt used -1490.
As of March 7`h (1997 calendar year) the Village has experienced 19 water
main breaks compared to 13 for the same period in 1996. This number
fluctuates depending on weather conditions.
Over the past four snow events, the Public Works Department utilized its new
"4- wheeler" (41,000 GV W) dump truck which replaced Unit 504. This new
unit performed as expected.
VILLAGE OF OAK BROOK Minutes 11 of 15 March 11, 1997
12
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Village !Qlgrk: Clerk Gonnella - In- person absentee voting is available in the
Village Clerk's office Monday through Friday from 8:30 a.m. to 4:30 p.m.
until M,jnday, March 3W when voting will close at 12:00 p.m.
Village.P gsident: President Bushy - Congratulated staff for an excellent
Sports Core brochure. She noted the brochure will be mailed to members
within the next few days.
The first Gourmet Demonstration of the year is scheduled for Tuesday, March
18, at 6:30 p.m. at the clubhouse. Easter foods will be featured at this event.
A Mother's Day Buffet is scheduled for May 11. A mailing reminding
members of the brunch xvill be mailed mid- April.
The Golf Course flooded on February 21. The water has been purnped off and
the silt that was left behind has mostly been removed. Some damage was
sustained to the C -wall on the ponds for the fourth and fifth holes.
There was no golf played on the course during the Month of February. The
course is expected to open some time during the last half of March. Play will
be on a first -come, first- served basis until April 1.
Dates to remember are March 10, membership sign up begins; March 28,
permanent tee time applications are due; and April 2, permanent tee time
drawing.
0� a tzi to)
The property is on the east side of Adams Road at 35`' Street just
south of the Forest Preserve District property. The total area is
approximately 9.7 acres. The site is heavily wooded and there is one
home currently on the site. It presently has Village approval for
resubdivision into three lots.
The original proposed engineering called for the stormwater detention
to be located onstream. How; ver, there is a large diameter Hinsdale
Sanitary District sewer main that is beneath the creek at the location
for the proposed onstream detention. The technical and economic
difficulties in dealing with their situation have proven prohibitive
according to the petitioner.
Rather than placing the detention outside the flood plain and its
attendant excavation work and loss of mature trees, the petitioner is
'PILLAGE OF OAK BROOK Minutes 12 of 15 March 11, 1997
219
WEGNER WOODS
RESUBDIVISION
(3501 Adams)
VARIATION REQUEST
TO DU PAGE
COUNTY COUNTYWIDE
STORMWATER AND
FLOOD PLAIN
ORDINANCE.
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�7M1; ,�
seeking deletion of the detention requirement for that portion of the
subdivision that drains into the Bronswood Tributary.
The Zoning Board of Appeals, at their meeting of February 4, 1997,
held the required public hearing for the Wegner Woods Resubdivision
Variation request to the DuPage County Countywide Stormwater and
Flood Plain Ordinance to Reduce the Stormwater Detention for
Storage Volume for the preliminarily approved resubdivision of the
property at 3501 Adams.
By a vote of 6 to 0 the Zoning Board of Appeals concurred with the
petitioner's statements in response to the stormwater management
factors, and has recommended approval of the variation request
subjcct to the following conditions:
A. that the property should be developed as a three -lot subdivision in
substantial compliance with the Wegner Woods resubdivision
currently being finalized.
B. That the wooded character of all three lots be protected by
covenants running with the land.
C. That the impervious area of lots 1 and 3 be not more than 33% or
one acre, whichever is less. Further review by the engineers may
refine and adjust these limits moderately upward if necessary.
D. That the owner provides an impact statement from an engineering
firm which finds that the variation plan when implemented will
have no undue adverse impact on surrounding property.
Several residents gave testimony in favor of the request, and there was
no public testimony in opposition. The Village Engineer testified that
the technical aspects were found acceptable by RUST, the Village
Consultant, and that the application is very similar to the previously
approved Mitchell variation for the adjacent property to the south.
The DuPage County Stormwater Management Committee reviewed
the proposal at their March 4. 1997 meeting and decided to make no
objection.
Based on the engineering review of this proposal, Director of
Community Development Hawk does not perceive any detrimental
effects on the flooding potential in the area. The proposal has the
positive effect of allowing the continued existence of a considerable
number of mature trees, and the three -lot subdivision is consistent
with the many large lots in the Fullersburg area.
VILLAGE OF OAK BROOK Minutes 13 of 15 March 11, 1997
7A.,
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Also, with respect to precedent setting, this engineering approach can
only apply to relatively small development areas which are
immediately adjacent to or bisected by a flood,%%ay and which are
topographically similar.
Motion by Trustee Shumate, seconded by Trustee Kenny, to direct the
Village Attorney to draft the necessary ordinance subject to the
following conditions for final action at the Regular meeting of March
25, 1997:
1. That the property should be developed as a three -lot subdivision in
substantial compliance with the Wegner Woods resubdivision
currently being finalized.
2. That the wooded character of all three lots be protected by
covenants running with the land.
3. That the impervious area of lots 1 and 3 be not more than 33% or
one acre, whichever is less. Further reviews by the engineers may
refine and adjust these limits moderately upward if necessary.
4. That the owner provides an impact statement from an engineering
firm which fi -ads that the variation plan when implemented will
have no undue adverse impact on surrounding property.
VOICE VOTE: Motion carried.
The Naperville Polo Club has expressed interest in entering into a
two -year agreement for what would be the fourth and fifth years of
the Club's association with the Village. Before entering into final
negotiations for an agreement, staff seeks direction from the Board as
to whether the Board prefers to negotiate another one -year agreement
or whether the Board would be willing to consider an agreement
covering the 1997 and 1998 seasons. Staff will then proceed to
negotiate an agreement for the appropriate term and bring it back to
the Board for formal consideration.
President Bushy noted the present tenant, Naperville Polo Club, has
been an excellent tenant and very prompt in their payment of rental
fees for the use of the polo field. Trustee Kenny concurred with
President Bushy regarding the tenant and requested if a two -year
agreement was reached, it reflect any inclusion of any unforeseen
Village expenses.
It was a consensus of the Village board to direct staff to negotiate a
two -year contract with the Naperville Polo Club for use of the polo
field and bring it back to the Board for formal consideration.
VILLAGE; OF OAK BROOK Minutes 14 of 15 March 11, 1997
9
1997 POLO
AGREEMENT -
NAPERVILLE
POLO CLUB
i
'ng
r Mir
10. QTHER BUSINESS PERTAINING 10 MILLAM ORERAILQNS: None.
11. ,ADJOURNMENT:
Motion by Trustee McInerney, seconded by Trustee Kenny, to adjourn the
meeting at 9:07 p.m. VOICE VOTE: Motion carried.
ATTEST:
Lida4Gonnella, CMC
Village Clerk
bot31197
VILLAGE OF OAK BROOK Minutes
15 of 15
March 11, 1997
ADJOURNMENT