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Minutes - 03/12/1996 - Board of Trustees1. 2, 3. »^.. -.r.:, i- t,.r: r .e - -.�aS�:^,'•;• .c. 4:n ,.,mow VILLAGE OF OAK BROOK Minutes l�iarch 2„ UNOFFICIAL UNTIL APPROVED AS WRITTEN S AMENDED ` BY VILLAGE BOARD ON The Regular Meeting of the Board of Trustees was called to order by President Bushy in the Samuel E. Dean Board Room of the Village Commons at 7:30 p.m. Pledge of Allegiance was given. The Clerk called the roll with the following persons PRESENT: President Bushy, Trustees Kenny, McInerney, Payovich, Savino and Shumate. ABSENT: Trustee Bartecki. IN ATTENDANCE: Stephen B. Veitch, Village Manager; Michael A. Crotty, Assistant to the Village Manager; Bruce F. Kapff, Director of Information Services & Purchasing; Richard D. Klatzco, Chief of Police; Richard A. Martens, Village Attorney; Ruth A. Martin, Library Director; Robert Nielsen, Fire Chief%Building Commissioner; and Bonnie Sartore, Bath and Tennis Club Manager. Harry Terlecki, 104 Canterberry Lane, asked the Village Board to explain the November advisory referendum for the Library. President Bushy explained there are two types of referendums. A statutory referendum is a binding referendum and required by State statute. An advisory referendum may ask voters a question, and it is not required by law. The November advisory referendum will ask the voters if they wish a new Library. If the voters state "no", then the Village Board must discuss updating the present Library according to the Americans with Disabilities requirements. The Village owns and operates our present Library, and it needs improvement accordingly. "Trustee McInerney remarked on the information the Trustees have received of unfunded mandates. He requested residents to write their legislators to stop passing unfunded mandates, as it costs a family of four in Illinois $512 annually. President Bushy stated the Village has been proactive with the Illinois Municipal League and the DuPage Mayors and Managers Conference in writing our legislators regarding this issue. VILLAGE OF OAK BROOK Minutes 1 of 12 March 12, 1996 MEETING CALL ROLL CALL '\NNOUNCEMENTS AND OPEN FORUM II 4. AP RP '4AL OF MINUTES: MINUTES Motion by Trustee McInerney, seconded by Trustee Savino, to approve the minutes of the Regular Meeting of February 27, 1996 as presented and waive the full reading thereof. VOICE VOTE: Motion Carried. Trustee McInerney requested Item 5.K., "Request to Authorize Contract Negotiations - Library Architectural Design Services ", be removed from the Omnibus Agenda for discussion. Motion by Trustee McInerney, seconded by Trustee Kenny, to approve the Omnibus Agenda. ROLL CALL VOTE: Ayes: 5 - Trustees Kenny, McInerney, Payovich, Savino and Shumate. Nays: 0 - None. Absent: 1 - Trustee BeTtecki. Motion carried. APPROVAL OF: A. APPROVAL OE BI .LS: Approved Omnibus Vote. 151LLD - $395,482.61 PAYROLL - B. APPROVAL QF PAYROLL: Approved Omnibus Vote. $282,480.75(gross) �AAWITIW 1611 1. ,TAMES 3 BENS & ASSOCIATES, INC PAYOUT #6 1996 1996 PAVING PROJECT PROJECT PAVINQ - DESIGN - $2.243.45: Approved Omnibus DESIGN Vote. 2. JAMES J. BENES & ASSOCIATES, M C= - PAYOUT #6- 221.,M/YURK -- 22ND`YORK DEIGN - $13.095,30: Approved Omnibus Vote. DESIGN F. REQUEST FOR MLEASE QE EUNDS -OAK BROOK HOTEL. OBHCVC - 1995 FOUR" QUARTER RECEIPTS • TIJE D11 PAQF RECEIPTS Omnibus RETAINING i VILLAGE OF OAK BROOK Minutes 2 of 12 March 12, 1996 i ,tats _ vr�,.,, ' -T77 i'o': !S ri F s.'., F 'i�f � w+ i =x c ✓, F,F" _ I s r Approved Omnibus Vote. SERVICES: Approved Omnibus Vote. I X1,11-re 01,13 rA V I Kel t t U *...:...U. • •U.. DUI t :. :. MW-010—WINVON.'111 Nit, 31 fWT t Trustee McInerney explained that eleven (11) architectural firms had submitted proposals in response to the January, 1996 Request for Proposals. A selection committee reviewed the four (4) finalists. A unique opportunity is available to our residents to use the Library as a cornerstone for the future of Oak Brook. President Bushy commented on the recommendations of Carow Architects, Planners. Their firm offered a tremendous program of gathering public opinion before the referendum is presented to the voters. The residents will have input in the suggestions and proposed design of the facility. Motion by Trustee McInerney, seconded by Trustee Kenny, to authorize staff to negotiate a professional services contract with Carow Architects, Planners, Chicago, Illinois, to include preparation of preliminary library designs and providing referendum assistance; said contract to be brought before the Board for final acceptance at a future meeting. VOICE VOTE: Motion carried. Motion by Trustee McInerney, seconded by Trustee Kenny to concur N-6th the recommendation of President Bushy and appoint Anthony Ingrisano as a member of the Oak Brook Library Commission to till the unexpired terra of Robert Leuser, who resigned etTective February 1, 1996; with term expiring May, 1997. VOICE VOTE: Motion carried. VILLAGE; OF OAK BROOK Minute; 3 of 12 March 12, 1996 GOLF COURSE COMMODITIES TREE PRUNING AND REMOVAL SERVICES RESERVOIR A /YORK RD. & BRIARWOOD LAKES WATER MAIN PROJECT LIBRARY ARCHITECTURrf% DESIGN SERVICES APPOINTMENTS: INGRISANO - LIBRARY COMMISSION i I ] President Bushy acknowledged Mr. Ingrisano's attendance at the meeting and thanked him for his commitment to the Library Commission. B. BID RECOM_ AIION - FIRE STATION #2 AD IDON AND FIRE `STATION #2 REMODELIEG: ADDITION AND REMODELING Thirteen (13) sealed bids were received on February 21, 1996. Construction funds in the amount of $145,850 have been budgeted in the Municipal Building Improvements Program (4201) for this work. Although the low bid is approximately $56,000 over budget, staff feels that the bid is competitive, as indicated by the number of bids i received. It appears that the overage can be covered by unspent funds budgeted for the library design contract ($120,000, of which no more than half will be spent for preliminary design and referendum assistance, and if the referendum is successful, the start of final plans and specifications). An additional cost time added after budget preparation was modification of the emergency power system to accommodate the addition. Items which were bid as alternates, that staff recommends accepting and are included in the award, are an extended roof warranty ($3,240 for 20 years instead of 10) and additional roof drains and downspouts to minimize future leaks in this flat roof ($6,720). The work is anticipated to take 85 days following Notice to Proceed. All bids received are indicated in the bid tabulation. Bid packages were picked up by seventeen (17) companies, with sixteen (16) attending the required pre -bid meeting. Motion by Trustee Kenny, seconded by Trustee McInerney, to award a contract, subject to staff review, to the lowest responsible bidder, Winterset Construction, Inc., Bridgeview, Illinois, for a lump suin price of $201,764.00. ROLL CALL VOTE: Ayes: 5 - Trustees Kenny, McInerney, Payovich, Savino and Shumate. I14ays: 0 - None. Absent: 1 - Trustee Bartecki. Motion carried. C. BID RECOM I2.ATIQN - 1996 PAVING PROJECI __M U MUM: Ten (10) competitive sealed bids were received on March 1, 1996. VILLAGE OF OAK BROOK Minutes 4 of 12 March 12, 1996 1996 PAVING PROJECT j MFT PORTION i� li lJ The bid tabulation was prepared by James J. Benes, consulting engineers for the project. The low bid is approximately 31 % below the engineer's estimate, and 40% or $259,337 under budget. This difference is attributed to favorable timing and unit pricing for patching items. Note, however, that the quantity of patching required is the item most likely to increase as the weather breaks and work gets underway. Prospective bidders were required to be Illinois Department of Transpc:-tation prequalified for this work. Bid packages were picked up by ten (10) companies. Areas included in this project are Fairview Avenue (35th Avenue cul- de -sac), 35th Street (Fairview - Meyers), 35th Street (Covington Court - St. Paschal), Old. York Road, Luthin Road, Wennes Court, Hunt Club Drive, Hunt Club Lane, Windsor Drive (Bliss - Swift) and Swift Drive. Funds in the amount of $650,000 have been budgeted in the Roadway Improvements Program (4601) for this work. The source of the funds is a transfer from the Motor Fuel Tax Fund, budgeted in Program 4301. Motion by Trustee Payovich, seconded by Trustee Savino, to award a contract, subject to staff review, to the lowest responsible bidder, Orange Crush Recycle, L.P., Hillside, Illinois, based on the unit prices submitted, for an estimated total project price of $390,663.19. ROLL CALL VOTE: Ayes: 5 - Trustees Kenny, McInerney, Payovich, Savino and Shumate. Nays: 0 - None. Absent: 1 - Trustee Bartecki. Motion carried. Celozzi- Ettleson has advised that orders for this vehicle, under the State contract, will be accepted until Friday, March 15, 1996. Funds for this pui .,hale were not specifically budgeted for 1996, but are covered as follows: 1. 'Two separate orders for squad cars, one placed in December, 1994 for 1995 vehicles and one placed in November, 1995 for 1996 vehicles, have only recently begun to be tilled. This has caused us to change our assumptions concerning which vehicles would be VILLAGE OF OAK BROOK Minutes 5 of 12 March 12, 1996 REPLACEMENT PURCHASE - POLICE VEHICLE I' i r replaced/shifted to other uses in the department. As indicated in Chief Klatzco's memo, the mileage on some vehicles is now too high to allow shifting to certain functions. 2. Two marked squads (Units #304, #306) have since been totaled, and insurance proceeds from IRMA in the amount of over $21,975 have been received (no budget transfer required). Those two units will be replaced when the original 1994 order for replacement squads is eventually filled. 3. The $16,600 purchase price for the Lumina is covered by a net $19,975 (insurance proceeds for the totaled. Units #304 and #306 - $21,975, minus resale value we would have received for Units #304 and #306 if they had not been totaled - $6,000, plus anticipated resale value for Unit #300 when it is eventually sold - $4,000). The old Unit #310 will be shifted to the DARE officer (Unit #311). Presently, the DARE officer either uses whatever vehicle might be available, or quite often uses her own vehicle. Motion by Trustee Kenny, seconded by Trustee McInerney, to issue a Purchase Order for one Chevrolet Lumina sedan to the low bidder, Celozzi- Ettleson Chevrolet, Inc., Elmhurst, Illinois, based on bids received by the State of Illinois, in the amount of $16,579.76. ROLL CALL VOTE: Ayes: 5 - Trvstees Kenny, McInerney, Payovich, Savino and Shumate. Nays: 0 - None. Absent: 1 - Trustee Bartecki. Motion carried. virtnental Concerns & Engineering: Trustee Payovich - Stated the road improvement projects will begin to be processed and improved communications will be forwarded to those affected residents when appropriate. Finance/Purchasing and Information jc,�: "Trustee Bartecki - Village Manager Veitch commented that the Village received five (5) proposals for the RFP of the base implementation of the 'Technology Plan. Audit fieldwork was completed on March 1, 1996. The Audit Report should be presented to the Village Board fbr review in late March or early April. VILLAGE OF OAK BROOK Minutes 2 6 of 12 March 12, 1996 DEPARTMENTAL REPORTS - SPECIALTY AREAS iy, _ -^- ^- r.- a2r,.Kw x,:sr,., �r�'.,�,`'`;'�. �k+�" ^�;,��.+�__�'"'bta"i"�-a,c.'` . ' " ` ' .. .a ,fib 1' €�i,�t ," Sports Core and Finance staffs have spent a considerable amount of time on the cost accounting system for the Food and Beverage operation. The numbers indicate that revenues are covering direct expenses. Finance Officer Langlois has received the actuarial report for the Police and Fire Pension Funds. The reports indicate that both funds are well over 100% funded, with a minimal change in the Village's contribution percentage. This NN ill be presented to the Village Board after each respective Pension Board has approved the study. LibLaa and Hotel, .o yentign & Visitors Committe e: Trustee McInerney - Hours for the Oak Brook Public Library are: Sunday: 1 -5 p.m.; Monday through Thursday: 10 a.m. - 9 p.m.; and Friday and Saturday: 10 a.m. - 5 p.m. Spring childi t ,Ti's programs for the Youth Services Department at the Oak Brook Public Library are being offered. The Oak Brook Library commemorates Women's History Month with a ballot for Library users to fill out listing five women's names for "The Most Influential Women of All Time ". If the voter wishes, he or she may use a list of women provided from the book, The 100 Most Influential Women o f All Time: A Ranking Past and Present by Deborah G. Felder. Results will be announced in April. Personnel &_ Public _Safety: Trustee Kenny - Reported a Police Department commendation for Detective Roy Rancor for the apprehension of three suspects in a credit card fraud. The Fire Department assisted in a vacant house fire that required mutual aid. The Shell Oil Station, 22nd Street and Midwest Road, had a fuel spill that required assistance from our Fire Department. The Village received full reimbursement for the cost by the spiller pays ordinance adopted by the Village Board in 1995. The Oak Brook Fire Department was recently recognized by the National Fire Sprinkler Association for its progressive stance in the areas of fire sprinkler installation. President Bushy acknowledged Fire Chief Nielsen's efforts in requiring the installation of automatic fire sprinkler systems in the commercial properties chroughout the Village. The results are shown in the Village's low fire loss record over the past many years in commercial properties. P1,MWnng & Zoninp-: Trustee Shumate - The Institute in Basic Life Principles is nearing completion of its presentation to the Zoning Board of Appeals public hearing regarding their Master Land Plan petition. Yet to come is the public's testimony and the presentation by the Citizens for Fullersburg of their case in opposition. In order to expedite these proceedings, a Special Meeting has been scheduled for March 14, 1996 at 7:30 p.m. to continue the public hearing. The Zoning Board of Appeals hearing of the two appeals regarding the Building Inspectors determination of the Institute's present land use have been continued to June 4, 1996. VILLAGE OF OAK BROOK Minute - 7 of 12 March 12, 1996 31 ii The hearings regarding the Traylor /Citizens for Fullersburg text amendment to delete the "college" Special Use in residential zoning districts is in progress. The Plan Commission has recommended approval of this request at their review on February 19, 1996 and the Zoning Board of Appeals public hearing is scheduled for the April 2, 1996 meeting. As a result of the 1984 Westchester Park Resubdivision and the vacation of dedicated alleys and streets, the Becker's garage (3025 Lincoln) is accessed via a driveway that crosses Village property. A solution that the staff has been discussing with the Beckers involves the sale of approximately 1300 square feet of Village property to the Beckers. The Village has given the Becker's standing to proceed with the necessary Subdivision and Variation petitions. Recommendations from the Plan Commission and Zoning Board of Appeals will allow the Board to formally consider the ?xansfer of property to the Beck.:rs. The Plan Commission will review these proposals at the March 18, 1996 meeting, and the Zoning Board of Appeals will hold the public hearing on April 2, 1996. Eublic Works & Cable T 1.P,,vi, : Trustee Savino - Continental Cablevision has merged with U. S. WEST Media Group. The Public Works Street Department completed brush/tree trimming along Spring Road and several isolated spots along our Safety Pathway System. This work is supplemental to our Village -wide pruning contract. Our work consists mostly of cutting back from the pavement edge brush and small trees on unimproved roadways. All materials were chipped with our new brush chipper. Street crews responded to 5 snow and ice events (all salting events; no plowing) during February, compared to 2 events in 1995, and 9 events in 1994. The Water Department completed replacing two inoperable distribution valves in the York Woods neighborhood. Fewer customers will be affected in the event of future water main break repairs where water service has to be interrupted to facilitate said repairs. Villa9_9 Clerk: Clerk Gonnella - Participated in the Emergency Management table top exercise at the new DuPage County Emergency Operating Center. Our Emergency Management team designed the operations configuration for our Emergency Operating Center at the monthly meeting. Staff is reviewing our Code of Ordinances on a weekly basis to continue the codification process. In- person absentee voting is being well received by our Village registered voters. We have had 27 voters since the service began February 27, 1996. As a reminder, absentee voting is available in the Village Clcrk's office until this Friday from 8:30 a.m. to 5 :00 p.m. Vi1blize R esida: President Bushy - Staff has begun a more serious effort toward the On -Site Assistance Program. Our Emergency Management team VILLAGE OF OAK BROOK Minutes 8 of 12 March 12, 1996 :'�a t'C,',�. «ty� -' � � ' ., - � -, ` -' •�'ce�, 4v'' w .,,F'•.-F,s,a - p3�.`<y- �..e¢,�.4'r 7S�Ill���. � I meets monthly in preparation for our large drill this summer and additionally meets with other community Emergency Management coordinators for up -to- date information of assistance available through DuPage County. Later this year staff will address concerns of our Emergency Operating Center to the Village Board. Participated in the DARE graduation at Brook Forest School. Our current DARE officer, Mary Jo Nugent, has been excellent in presenting the program to students. Bids for the new windows in the Bath and Tennis clubhouse will be opened March 13, and staff hopes to have a recommendation in front of the Board by March 26, with work being completed by opening. The season restaurant and member events calendar will be available to all members next week. The local newspapers were commended for including Chef Bryan's monthly cooking demonstrations in their event calendars, which are regularly published. The golf course was closed for the entire Montle of February but is expected to open. within the next two weeks. The Sports Core mailings were sent to our residents. To date staff has received 22 "request for more information" from the general resident mailing. Golf Club Manage VanDyke met with the Park District during this past month to discuss joint programming opportunities. Important Golf Club dates: March 11, membership sign -up begins; March 29, permanent tee time applications are due; April 3, permanent tee time drawing; and April 27, permanent tee times begin. Notice of retirements have been given by individuals in the Fire and Police Departments. The actuarial studies have shown both pension funds to be excellent, and an election will be held in April for new police and beneficiary representatives to the Police Pension Board. Northern Trust is the investment manager for the Police Pension Fund, and Lake Forest Capital Management is the investment manager for the Firefighter's Pension Fund. Each Fund is approximately $14.,000,000 and 100% funded. The State of Illinois has requested development of investiiient policies for all public pension funds. Both Fire and Police Pension Boards have developed these policies. The police pension investment policy received a 100% from the State of Illinois, Department of Insurance. I i VILLAGE OF OAK BROOK Minutes 9 of 12 March 12, 1996 I .7 77`'6',7; ^`,T: °�{t. ai'aa`=:�"?", " ' "'��:� ''eF= a.•'_�`' - -_ s 4 ILLINOIS: COMPREHENSIVE AMENDMENI TO AMICLE 11 OF OF ORDINAN _ES OE THE VILLAGE OF OAK 13RQOK, The proposed new article would require that cab companies and drivers be licensed, according to the standards enumerated. A registration procedure for cars themselves would replace taxicab licenses, and would involve an appropriate visual inspection, but independent certification as to mechanical condition. Operators would have the ability to insert and withdraw cabs from their fleets at any time, subject to meeting the registration requirements and the over limitation as to number. Other features of the proposed article include a more complete array of general regulations, updated insurance requirements, a revised licensing year, clearer procedures for determining the maximum number of cabs that will be allowed to operate (the existing number has not been changed, however) and a procedure for investigating and resolving complaints. Upon further review by the Village Attorney, the proposed amendment will be presented to the Village Board for their approval in the near future. THE HINSDALE HURRICANES. INC. EOR USE OF FIELD SOCCER - THREE IN THE OAK BRQOK SPORTS CORE: USE OF FIELD 3 The draft agreement states: 1. that the Village will notify the Hurricanes on or before November 1, 1996 whether or not the Village wishes to renew this agreement or negotiate a new one; 2. that except for the field schedule set forth in Exhibit B, any additional scheduling for Field 3, including soccer tournaments and soccer day- camps, is subject to prior Village approval; 3. that no special facilities are provided for watering Field 3; 4. that the Village is responsible for fertilizing and mowing Field 3; VILLAGE OF OAK BROOK Minutes 0 10 of 12 March 12, 1996 • o 5. that if the Hurricanes wish food and beverage concessions, they must first ask the Village to provide same; if the Village declines, the Village must approve the Hurricanes' choice of a concessionaire. No alcoholic beverages will be permitted on Field 3• b. that 50 paved parking spaces will be provided for Hurricanes' participants and guests in the paved lot adjacent to the Sports Core Administration building. In the event that the Hurricanes need additional parking, they roust notify the Bath & Tennis Club Manager and, if additional parking is both available and practical, the Bath & Tennis Club Manager will designate additional parking areas; 7. that access for Hurricanes' practices is via the Bath & Tennis entry road. Access for soccer games will be at the Oak Brook Road (31 st Street) entry gat and 8. that the consideration for the privilege of ilasing Field 3 is a total of $1 2,000 payable in three $4,000 installments; an irrevocable letter of credit will guarantee payment of these fees. Village Manager Veitch stated the agreement is drafted with a one - year arrangement. It could be extended if the Village Board so wishes. President Bushy noted the Hurricanes would like consideration of this in discussion of the agreement. Representatives of the Hinsdale Hurricanes were :n attendance of the meeting. Martin Buehler, Secretary, commended 'Tillage Attorney Martens and Bath and Tennis Club Manager Sartore for their significant assistance in addressing their concern for a longer term agreement with the Village of Oak Brook in the use of Field 3 of the Sports Core. He noted their investment for additional insurance, equipment and user fees for only a one -year agreement and requested an option for a longer term lease. Their season is a fall- spring schedule. Trustee McInerney noted that the program lNould be available to Oak Brook residents that are attendees of Hinsdale, Downers Grove North and Willowbrook High Schools. Christopher Thomas, President of the Hinsdale Hurricanes, asked if criteria could be built into the agreement so that if they met the contract, there would be an automatic renewal of the contract. VILLAGE OF OAt: BROOK Minutes 11 of 12 March 12, 1996 Trustee Kenny suggested a cooperative attitude for a one- and- a -half- year interval and possibly after every soccer season, the Village could extend the lease. Trustee Shumate explained that the Village is undertaking the responsibility of the condition of the fields including watering and length of grass. He asked Village Attorney Martens if the Village should be insured due to the use of the field by children. He voiced his concern for the size of a tournament and if our public safety officers would be required to supervise the event. If the organization is non - profit, ensure the Village receives the appropriate sales tax revenue from any concessions. Mr. Thomas explained their organization would not qualify for a tournament until 1997 which is beyond the scope of the agreement. Trustee Shumate requested that language in the contract be included regarding any activities on the Sports Core property receive approval by the Village President, Manager and Bath and Tennis Club Manager. He further requested the wording "season" rather than a one -year term be included in the agreement. President Bushy recommended the clause regarding stands remain in the contract, as the swim club uses stands for their swim meets. Village Manager Veitch suggested a time frame of Spring and Fall of 1996, the Spring of 1997, with a termination date of June 30, 1997. A date in advance of that could be given for expiration notice. It was the consensus of the Village Board that an agreement be drafted between the Hinsdale Hurricanes, Inc. and the Village of Oak Brook for use of Field 3 in the Oak Brook Sports Core for a one -and- a -half -year contract with a termination date of June 30, 1997 and a caveat for renewal 45 days prior to that time. Motion by Trustee McInerney, seconded by Trustee Payovich, to adjourn the meeting at 9:07 p.m. VOICE VOTE: Motion carried. VILLAGE OF OAK BROOK Minutes FW IlJ 12 of 12 March 12, 1996 ADJOURNMENT ATTEST: inda .6onnella, CMC II Village Clerk jl bot312 'PAO Aqk OK d-12, "7 "^ ` - fit' 3�`s " > "` "A i.