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Minutes - 03/11/1997 - Board of Trustees�,,,�� ��,���,. z�t;sY , *' _ �w.� mss^ i • txea;C� �,;�" <4:4 tl?k,,%csvaczat%'�%;� Yc(�'�k� "Yk'��MjRY���yu�) ' " }���5��+�:� °��g,�, txi � w:iK',��.`5x ` .+'!x �, p i .�14 y„ �,"i dk, 4St `c � "c �{, '.S• ^r y •,. .'Fz;�.' "�Tf t�\ _ 4,h'tia ,Y '��: ,, . ��� - X1,0 , °t, ���"�Pnx.,la. %"7�;°rF����•,.� rpxY���rit �,.ra'�.,�*r�L� „ a 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 ) VILLAGE OF OAK BROOK Minutes 1 of 15 March 11, 1997 a MA �., h 7� fn5y yi, -r�'' � .L „ ^`', tF , r'ji . ". ;° k,G •�w � �Na'Eat.?'k95{`rAS �a�i S�` k' „i ; � y' i �,� � aSt`;'�'�� . ; � .t 3 .� ;�s•.� �:i °. ;�1 A , , - .�•, n'I j,,,i:,��`e. r„ F �� .4�i >_tt v r �c�x'F dit '” °-w"r. 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 �_ :. _ •. ► _ .a !�.. Meg 1. A. APPOINI EN_TS: No Business. ..• +. NEW moo► ..0 Hal ►4_ 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 y � V.3� ti1M t A 4u` S, a �5 �� - c4�� r Y �{ f i• � ° �j��x�' My ti v J�3'iN'� k. i� MAXIM 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 zz:� GOLF COURSE CART PATH PAVING 1997 PAVING PROJECT - INFRASTRUCTURE FUND � S �I a � .r " ",;' §r..` � w'�Y S' ,'i � ^� - -�� s- r _ n�i. _ ^. �4'" + _' .��,er•t •4.�,�7 m4,� �yryw�w,> � *e.�� ; A';�.- •�i: .- fir, •'�r r�- ��vx�r,�x�� ^�'r n�'F�.7l�i'�t*p� ' � _ H r > � � 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 u _ ► : /:... :`� 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 Y .) , h ) "!: "._4 , , eP, "YF� °, x. ip mfr >F" +, ^,. k /k -f ^: ��`. xiF 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 $65,000 has been budgeted in various accounts for the purchase of these items. VILLAGE OF OAK BROOK Minutes 7 of 15 March 11, 1997 r , �br GOLF COURSE COMMODITIES � i M47'r`TN,���'R� rva( F k,k � �'��$�� Lr ` - 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 r , �br GOLF COURSE COMMODITIES � i a� m.✓ q : a nk, � + s, µa 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 t,g rnw V't,+�, �s,tr, "�: Yrt a . , uT�; . a � ^� .r , tiroF } > tr'S`LL " r* i ,'" z , ti •;.. � �r 1'`" ".i_ � ^,, " J ' 7 ,. z<G,,.i sH', +.i,��, F SI AS eiy,l's j ° �f7�„..+< �' ��; i i�' <w.Y ., t II �I 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 /*1- ,&:�h , ;,, I 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 r� 10 of 15 March 11, 1997 DEPARTMENTAL REPORTS — SPECIALTY AREAS 3 i _ h. F`Y"ia �a S , f4Pp- G a , C t, P ', ` 5` in A' � � ` ` Yw'i'y�?mgy'+�A i,';'.• +�J ,vt�cy:.y5�n �".��r' {Rt�3i'�° .rr i II pr 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 4 >f zP.: ��r. 3ty.. perry''" F•�V °':v s;1t',t;k are 'C%,ron "fir s r }YI s�%�.frr�.- 'r °.'.' pia li t��� i'.�` Lf r�.,,v.T4�'i �, •f} _ ��1�`�5`r t r _ �' .`$.�... '_ n� ,+�,, ;ty'�r,} Mi '!tS �t�4 .i" r1d >P� ��,iz �,s1�r..eM i # 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. V" 17 ',� 'i: itc s,_r ?- .'�; v ^',1" h4.Urr� �`i<2, e ,i , „—'� ,,'rW`R�"i^`t'�a �, '+�ti x� `�f$3'��,+� s�i'� n''R"{ T j$ �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., rf3-r �`,"?.`"Y'r':'+�y '"�!ii ;� .:A-+K>y+: a1�.,r s . ;,[s�,���c..� .. -� : },, ;>o� - ^,•� • «�"� i-� ai .:s�-� _ s�� f.�1; .t ks'wu:.?yri Fi;2 min�a '`Hick '' 3s'�.0 Y f'Y.. }it h`2 " wixS3 , l c< %5F� a p', _ yti_2+; :i ^c "`�Ns,x'��'�.S"�A '�.,, 1 °+ . 7.3� �s� r i r ,`? p..'d. N•,,,t �, n,t�' r;,, °"kS r 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