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Minutes - 03/12/2002 - Board of TrusteesI 2 3 MINUTES OF THE MARCH 12, 2002 REGULAR MEETING OF THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF OAK BROOK UNOFFICIAL UNTIL APPROVED AS WRITTEN OR AS AMENDED ON MARCH 26, 2002. CALL TO ORDER: CALL TO ORDER The Regular Meeting of the Village Board of Trustees was called to order by President Bushy in the Samuel E. Dean Board Room of the Village Commons at 7:31 p.m. The Pledge of Allegiance was given. ROLL CALL: ROLL CALL Deputy Village Clerk Carol Harty called the roll with the following persons PRESENT: President Karen M. Bushy, Trustees George T. Caleel, John W. Craig, Susan Chase Korin, Elaine Miologos and Alfred P. Savino. ABSENT: None IN ATTENDANCE: Stephen B. Veitch, Village Manager; Michael A. Crotty, Assistant Village Manager; Dale L. Durfey, Jr., Village Engineer; Bruce F. Kapff, Director of Information Services & Purchasing; Robert L. Kallien, Jr., Director of Community Development; Ruth A. Martin, Library Director; Michael J. Meranda, Public Works Director; Bonnie Sartore, Bath & Tennis Club Manager and Randa Bishlawi of the Library Commission. ANNOUNCEMENTS AND OPEN FORUM: ANNOUNCE Trustee Caleel requested written information related to the management of stormwater in the Elmhurst Quarry for homeowners who are concerned about flooding in their back yards. President Bushy responded that the use of the Quarry for stormwater has proven effective for keeping stormwater out of homes, but that it cannot prevent flooding of yards, golf courses, etc. when Salt Creek rises. Manager Veitch and President Bushy indicated that a summary would be compiled and provided to interested trustees and homeowners. It was also suggested that interested elected officials could take a tour of the facility to better understand the magnitude of this project. President Bushy indicated that she would inquire whether it was possible for homeowners to accompany elected officials on the tour. President Bushy noted the absence of Village Attorney Martens and expressed sympathy for the loss of his mother. VILLAGE OF OAK BROOK Minutes Page 1 of 12 March 12, 2002 CZ/-, 3. She added that if legal issues arose during the Board's deliberations, those items might be deferred to the next meeting when Attorney Martens would be present. 4. APPROVAL OF MINUTES: Trustee Miologos asked that the minutes be amended to include the comments she made at the February 26, 2002 meeting related to the fireworks celebration. Motion by Trustee Caleel, seconded by Trustee Craig, to approve the minutes of the Regular Board of Trustees Meeting of February 26, 2002 as amended and waive the full reading thereof. VOICE VOTE: Motion carried. 5. CONSENT AGENDA: All items on the Consent Agenda are considered to be routine in nature and will be enacted in one motion. MINUTES 2 -26 -02 C. AGENDA Motion by Trustee Caleel, seconded by Trustee Craig, to approve the Consent Agenda as presented. ROLL CALL VOTE: Ayes: 5 — Trustees Caleel, Craig, Korin, Miologos and Savino. Nays: 0 - None. Absent: 0 - None. Motion carried. APPROVAL A. APPROVAL OF BILLS - $1,432,397.88 BILLS - 1,432,397.88 B. APPROVAL OF PAYROLL FOR PAY PERIOD ENDING MARCH 2, PYRL; - $582,360.84 2002 - $582,360.84 C. CHANGE ORDERS: CHANGE ORDERS 1) CHANGE ORDER # 2 - $2,690.28 — 2001 WATER MAIN & 2001 wTR MAIN & DRNG PROJ DRAINAGE PROJECT — J. CONGDON SEWER SERVICE, INC. - REVISED TOTAL CONTRACT AMOUNT - $137,151.28 D. PAYOUTS: PAYOUTS 1) HARBOUR CONTRACTORS, INC. - PAYOUT #13 - MUNICIPAL MCP COMPLEX PROJECT - $604,288.12 2) HARBOUR CONTRACTORS, INC. — PAYOUT #14 - LIBRARY LIB BLDG PROJ BUILDING PROJECT - $316,856.51 VILLAGE OF OAK BROOK Minutes Page 2 of 12 March 12, 2002 / Wl�. 5. D. 3) R. W. DUNTEMAN CO. — PAYOUT # 7 — 2001 PAVING & 01 PVG & DRNG PROJ DRAINAGE PROJECT - $43,990.23 4) JOHNSON BLACKTOP INC. — PAYOUT #1 — 2001 SAFETY PROD FTY PATH PATHWAY PROJECT - $24,768.00 5) JAMES J. BENES & ASSOCIATES INC. — PAYOUT #19 — 2001 PIROJG &DRNG PAVING & DRAINAGE PROJECT - $187.55 6) JAMES J BENES & ASSOCIATES, INC. — PAYOUT #5 — 2002 02 PVG PROJ PAVING PROJECT - $661.58 7) WIRING CONCEPTS INC. — PAYOUT #3 — FIBER OPTIC CABLE - FBR OPTIC CBL $43,508.00 8) LAYNE- WESTERN - PAYOUT #1 & FINAL - ABANDONMENT ABNDMNT -wEL #1 OF WELL #1 - $31,512.08 9) EARTH TECH INC. - PAYOUT #20 — MUNICIPAL COMPLEX MCP PROJECT - $7,623.21 10) KNOLL INC. — PAYOUT # 1 —LIBRARY BUILDING PROJECT - L1B BLG PROJ $69,624.34 E. REFERRALS: REFERRALS 1 WARNER — 26 BAYBROOK LANE — VARIATION — DRIVEWAY 26 BAYBRK LN - DRVY GTS TO ZBA GATES — REFER TO ZONING BOARD OF APPEALS MEETING ON APRIL 2, 2002 2) VILLAGE OF OAK BROOK -TEXT AMENDMENTS TO TITLE 14, TE 14 AMNDMNTS -SUB TL 14 -SUB E REG SUBDIVISION REGULATIONS — REFER TO PLAN COMMISSION TO PLN COMM MEETING OF APRIL 15, 2002 F. AUTHORIZATION TO SEEK BIDS OR PROPOSALS OR NEGOTIATE BIDS CONTRACTS: 1) AUTHORIZATION TO ISSUE A RFP FOR RADIO- BASED, READ sYS TR AUTOMATED WATER METER READING SYSTEMS 2) AUTHORIZATION TO ISSUE A RFP FOR MOVING SERVICES - MVG SERV - MCP MUNICIPAL COMPLEX PROJECT VILLAGE OF OAK BROOK Minutes Page 3 of 12 March 12, 2002 ak R 31 7 F. 3) AUTHORIZATION TO SEEK BIDS FOR 2002 MICRO - SURFACING 02ROMICRO -SURF PROJECT G. RESOLUTION 2002 -TX -MFT -R -801, "A SUPPLEMENTAL RES02-Tx- MFT -R- 801, MAIN OF RESOLUTION FOR MAINTENANCE OF STREETS AND HIGHWAYS STRTS & HwYS - BY MUNICIPALITY UNDER THE ILLINOIS HIGHWAY CODE ", 2002 MICRO SURF PROD MFT MICRO - SURFACING PROJECT ITEMS REMOVED FROM CONSENT AGENDA: None. RMVD C AGNDA BOARD & COMMISSION RECOMMENDATIONS: BD/COMM RECOM A. RECOMMENDATION - VILLAGE OF OAK BROOK - ZONING zNG Rvw - TxT AMNDMNTS- ORDINANCE REVIEW — TEXT AMENDMENTS - TITLE 13, TITLE 13 CHAP u & CHAPTER 11 SIGNAGE AND CHAPTER 2 DEFINITIONS 2 Text Amendments — The Plan Commission at its meeting on January 21, 2002, voted 4 to 0, and the Zoning Board of Appeals at its meeting on February 5, 2002, voted 4 to 0 to recommend approval of the request from the Village of Oak Brook for text amendments to Chapter 11, Signage and to Chapter 2, Definitions. At the present time, the sign regulations of the Village are scattered throughout the Zoning Ordinance. Therefore, the goal of this amendment is to locate all sign provisions in a new Chapter 11 and to update the existing provisions (e.g. definitions) where deemed appropriate. These amendments represent the next phase of a multi -phase project to update the Zoning Ordinance. Prior to forwarding this amendment to the Plan Commission and Zoning Board of Appeals, the Zoning Ordinance Review Committee (ZORC) consisting of Village Manager Veitch, Village Trustee Savino (Community Development Liaison), Village Attorney Martens, Village Engineer Durfey and Community Development Director Kallien had met regularly to review and recommend changes to the Zoning Ordinance. The amendments can be divided into two categories: those that are more general in nature which clarify conflicting and/or vague terminology, and changes being recommended to address specific issues or concerns. In addition, minor editing will improve readability. In some instances, sections of the Chapter have been moved to more appropriate locations or have been deleted if found to be repetitive. Following are summarizations of the substantive amendments proposed for Chapters 11 and 2: VILLAGE OF OAK BROOK Minutes Page 4 of 12 March 12, 2002 cetl 7. A. Chapter 11 — Si na e General Comments: A general review and update has been made to locate and clarify conflicting and/or vague terminology. Minor editing has been done throughout the chapter to improve readability, which ultimately enhances administration of the Ordinance. Specific Comments: 13 -11 -1. Add a section entitled "Purpose" to further establish the foundation for sign regulations. 13 -11 -2. Specifies when permits are required to install, modify, relocate, or alter a sign. 13 -11 -3. Specifies the types of signs and attention getting devices that are prohibited. Community Development Director Kallien stated that Oak Brook has been consistent in prohibiting attention - getting devices, but this section explicitly specifies the prohibitions. 13 -11 -4. Specifies the types of signs that can be located in the Village without the benefit of a permit. Director Kallien added that this helps to clarify which signs are permissible. 13- 11 -5 -B. Creates language to ensure that the design and scale of a sign on a building or lot is compatible with the principal building and adjacent land uses. Director Kallien added that this builds on the language that attempts to guide signage on new garage decks. 13- 11 -5 -C. Creates language to ensure that ground signs and directional signs be consistent in shape with the principal building and that all such signs be properly landscaped. 13- 11 -5 -D. Creates language that clarifies that illuminated signs shall be illuminated by a white light and that light sources shall be screened so the light /glare does not spill onto adjacent property. Internally lit signs shall be backlit on an opaque background. Exterior light sources for ground signs shall be screened. Director Kallien commented that this provision draws upon the successes of this type of lighting and encourages usage of this type of sign. 13- 11 -5 -D (3). Establishes the maximum illumination of a sign or any other light source as measured from the property line of any adjacent residential property shall not exceed one -half (1/2) foot - candle. VILLAGE OF OAK BROOK Minutes Page 5 of 12 March 12, 2002 64ti 7. A. 13- 11 -6 -E. Clarifies language that limits the number of ground signs on a residential lot. Answering Trustee Savino's question, Director Kallien stated that the limit was one unless the property abuts two streets. In that instance, one sign is allowed on each street. 13- 11 -7 -A (3). Adds language which confirms the maximum size of any sign on a single business in the B -1, B -3 and B -4 Commercial Districts is 240 sq. ft. 13- 11 -8 -A (3). Adds language which clarifies that signs internal to the shopping center (i.e., Oakbrook Center) in the B -2 District that are not visible to any exterior street and /or parking lot are exempt from the size limitations of the Chapter. Director Kallien commented that this provision already exists, but this amendment clarifies the issue. 13-11-10-A(2). Creates language to limit the number of additional ground signs in the Institutional District. 13-11-11-A(2). Adds language to confirm the maximum size of all signs in the ORA -1 and ORA -2 Districts shall not exceed 240 sq. ft. 13-11-11-A(3). Adds language to confirm the maximum amount of ground signage on any lot shall not exceed 160 sq. ft. 13- 11 -14 -D (2). Amends the fine on handicap parking signs to the current Village fee of $100. Chapter 2 — Definitions Specific Comments: In conjunction with the proposed amendments to Chapter 11, new definitions were added as follows: For Sale /For Lease Signs, Governmental Signs, Monument Signs, Nameplate Signs, Political Signs, Portable Signs, Residential For Sale /For Lease Signs, Security System Signs, Wall Signs, and Window Signs. The Zoning Board of Appeals concurred with the Plan Commission in recommending approval of all other changes as proposed including those that clarify conflicting and/or vague terminology or improve readability, which ultimately enhances administration of the Ordinance. VILLAGE OF OAK BROOK Minutes Page 6 of 12 March 12, 2002 6"<1 7. A. In making these recommendations, the Zoning Board found that the petitioner has satisfactorily addressed the applicable factors for approval of text amendments to the Zoning Ordinance. Motion by Trustee Savino, seconded by Trustee Caleel, to concur with the recommendations of the Plan Commission and Zoning Board of Appeals and authorize the Village Attorney to draft the necessary ordinance for final consideration at the March 26, 2002 Village Board meeting. VOICE VOTE: Motion carried. 8. ACTIVE AGENDA (Items for Final Action): A. APPOINTMENTS: None. B. ORDINANCES & RESOLUTIONS: ACTIVE AGENDA 1) RESOLUTION 2002 - JULIE -EXI -R -802, "A RESOLUTION OF THE RES 02-JULIE-EX I - R-802 VILLAGE OF OAK BROOK, DUPAGE AND COOK COUNTIES, IL PARTCPT STATE - TO PARTICIPATE IN A STATE -WIDE ONE -CALL NOTICE WIDE ONE -CALL NOT SYS. SYSTEM" The Village is now mandated by State law, under the Illinois Underground Utility Facilities Damage Prevention Act, to join a statewide, one -call notice (not- for - profit) organization which receives and transmits utility locate requests on behalf of its members of underground utility operators. To insure that the Village (as well as all other operators of underground utilities) join, the Act calls for a $100 per day penalty for any underground utility operator who does not join the one -call notice system by December 31, 2002. In the Oak Brook area, the only one -call clearinghouse organization is JULIE. JULIE was originally formed and funded many years ago by the major utilities (ComEd, Illinois Bell, Northern Illinois Gas) for the purpose of affording themselves sufficient time to locate and mark their facilities prior to anyone undertaking an excavation; obviously, with the intent of mitigating damage. Trustee Miologos noted that there are initial costs to join this organization, but based on historical data it was estimated that the Village would have received 2300 locate requests which would have cost the Village $1,840. She added that although there are costs involved, joining JULIE has benefits because of incidents where damage has been done to our facilities and the Village incurred expenses to repair the damages. VILLAGE OF OAK BROOK Minutes Page 7 of 12 March 12, 2002 ce-Al B. 1) Motion by Trustee Miologos, seconded by Trustee Savino, that the Village Board adopt Resolution 2002- JULIE -EX1 -R -802, "A Resolution of the Village of Oak Brook, DuPage and Cook Counties, IL to Participate in a State -Wide One -Call Notice System ". ROLL CALL VOTE: Ayes: 5 - Trustees Caleel, Craig, Korin, Miologos and Savino. Nays: 0 - None Absent: 0 - None. Motion carried. C. AWARD OF CONTRACTS: AWARD CT 1) 2002 CRACK SEALING PROJECT oz cRK SL PROJ One sealed bid was received and opened on March 5, 2002. Two companies obtained bid packages. Another firm, Skodeller, failed to bid because they received the bid package (mailed on about February 25) on March 7th. Prospective bidders were required to be IDOT pre - qualified for this work. The bid received by SKC Construction is lower than the engineer's estimate by $2,936.24. SKC was awarded the contract last year and performed adequately. SKC's 2001 bid price was lower than the two other bids received for that year's project. Bids for the 2001 project were $32,237 (SKC), $89,759 (Skodeller) and $97,873 (Fahrner). Funds in the amount of $91,000 have been budgeted in the Roadway Improvements Program (461) for this work. The budget amount comes from the Roadway Maintenance Plan, which uses a unit cost factor that has been constant for several years. Future versions will reduce the cost factor based on our experience and the improving condition of our roads. Manager Veitch commented that crack sealing was the most cost - effective maintenance of the roadways. Village Engineer Durfey described the scheduled fifteen -year maintenance program for roadways and added that it has been a very successful program in keeping the costs of street maintenance in line. Motion by Trustee Miologos, seconded by Trustee Caleel, that the Village Board award a contract to the lowest responsive and responsible bidder, SKC Construction, P.O. Box 1355, Des Plaines, Illinois, subject to staff review, based on unit prices of $1.04 per pound of fiber asphalt crack sealing material and $.365 per foot of routing and rubberized sealant for an estimated total project cost of $50,732.26, as indicated on the bid tabulation. VILLAGE OF OAK BROOK Minutes Page 8 of 12 March 12, 2002 c,e-1— 8. C. 1) ROLL CALL VOTE: Ayes: 5 - Trustees Caleel, Craig, Korin, Miologos and Savino. Nays: 0 - None. Absent: 0 - None. Motion carried. 9. INFORMATION & UPDATES: A. VILLAGE PRESIDENT: President Bushy reported that she had received requests for support of varying viewpoints related to the issue of the expansion of O'Hare Airport. She relayed that the Village had never taken a stand on this issue because Oak Brook was not directly affected and support generally included financial commitments. She offered two recent reports to the Board for their review and comment. President Bushy reported that the Village of Oak Brook has joined a discussion with the communities in DuPage County who are members of the DuPage Water Commission to address their common concerns. She explained that the current direction of the DuPage Water Commission was to provide Lake Michigan water to unincorporated areas of DuPage County. She emphasized the concern of these communities is that millions of dollars were paid into the infrastructure to provide Lake Michigan water to their residents, and now it is being offered to unincorporated areas at a rate much lower than our residents have to pay. She reported that all of the DuPage County communities who are members of the DuPage Water Commission, and especially the original members, of which Oak Brook is one, have formed a committee to work with Chairman Schillerstrom, and have begun to lobby legislators on behalf of their residents. President Bushy also reported on her involvement in the Homeland Security Planning Workshop and the meeting of the Metropolitan Mayors Caucus. She added that she had been appointed to the Governor's Anti - terrorism Task Force. B. VILLAGE MANAGER: Manager Veitch provided an update on the Gypsy Moth infestation. He announced that there would be a Public Information Meeting on Thursday, April 4 at 6:30 p.m. at the Downers Grove Village Hall for residents in the affected area. VILLAGE OF OAK BROOK Minutes Page 9 of 12 March 12, 2002 ce-1 , INFO & UPDATES VLLG PRES VLLG MGR 10. DEPARTMENTAL REPORTS -LIAISON ASSIGNMENTS: DEPT. RPTS 11 Community Development Finance & Purchasing Library & Technology Public Safety Engineering, Public Works & Safety Pathway System Sports Core, Community Events & Hotel, Convention & Visitors Committee Village Clerk Departmental Reports were accepted as presented. UNFINISHED AND NEW BUSINESS: Trustee Savino President Bushy Trustee Korin Trustee Caleel Trustee Miologos Trustee Craig Clerk Gonnella A. DISCUSSION - LIBRARY MEETING ROOM POLICY The Library Commission has been discussing a meeting room policy to be implemented in the new Library building. Although this process is nearly complete, there is one issue on which direction is needed from the Village Board. Section 2(e) in the draft policy states: "Business, civic, informational, cultural or educational meetings of Oak Brook residents, including corporate residents, for purposes other than selling products or services." The question that arises is what constitutes "meetings of Oak Brook residents ". The only existing Village policy regarding use of meeting rooms governs the use of the Samuel E. Dean Board Room and the Lower Level Conference Room located in Village Hall. It was adopted January 27, 1987. This policy states that organizations using the meeting rooms must be comprised of at least 50% Oak Brook residents. The Library Bill of Rights which is included in the General Policy for Oak Brook Public Library states: "Libraries which make exhibit space and meeting rooms available to the public they serve should make such facilities available on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use." The Library Commission is currently comprised of two individuals. They have had discussions on this issue and have had differing opinions related to restricting the use of meeting rooms and felt that they would like input from a larger body. VILLAGE OF OAK BROOK Minutes Page 10 of 12 March 12, 2002 cGl-I UNFIN & NEW BUSINESS LIB MTG RM POLICY 11. A. A draft policy has been prepared specifying the permissible uses by precedence. The concern of the Library Commission was related to whether "all other governmental bodies" should be included in the permissible uses. Randa Bishlawi of the Library Commission described types of meetings that she felt were beneficial to the residents of Oak Brook but were excluded in the current draft of the policy. She felt that the Library should enhance the cultural, civic, informational and educational opportunities of the community. Concern was expressed for overuse and the regulations that address that issue were described. Several suggestions were made to take a wait and see attitude and gather information about the types and numbers of requests. Concern was expressed for not having any policy in place and consensus was to take a conservative approach to begin with and broaden the parameters, if deemed appropriate, as more information was gained. It was felt that it is easier to become more open than to become more restrictive. Discussion ensued related to the consideration of charging fees for the use of the meeting rooms. Motion by Trustee Caleel, seconded by Trustee Korin, to adopt the draft of the Oak Brook Public Library Meeting Room Policy with the intent to track usage requests and review the policy in approximately six to nine months. VOICE VOTE: Motion carried. B. DISCUSSION — ADOPTION OF ILLINOIS MUNICIPAL LEAGUE AND ADPT IML & MMc LEG PROG METROPOLITAN MAYORS CAUCUS LEGISLATIVE PROGRAMS Similar to action taken in 2001 on the DuPage Mayors and Managers Conference and Illinois Municipal League programs, and action taken February 26, 2002 concerning the 2002 DuPage Mayors and Managers Conference Legislative Action Plan, the Village Manager requests the Village Board consider adopting the 2002 Illinois Municipal League Agenda and the 2002 Legislative Priorities of the Metropolitan Mayors Caucus programs, in whole or in part, as policy positions of the Village of Oak Brook. If the Board is in agreement, the Village Attorney would be directed to prepare the appropriate resolutions for Village Board consideration on March 26. It would also be appropriate to include in direction to the Village Attorney any provisions of either program the Board wishes to except from such action, so that the resolution would specify the exceptions. VILLAGE OF OAK BROOK Minutes Page 11 of 12 March 12, 2002 cgA--- 11. B. Trustee Korin questioned whether any of these positions were in conflict with any of the other programs that we support. Manager Veitch responded that there were some overlaps, but no conflicts and that some of these issues were very important to Oak Brook, while others were not as important to our residents. Trustee Miologos asked whether there was any financial impact of supporting these programs. Manager Veitch responded that there were no financial commitments required. President Bushy and Manager Veitch indicated that by gaining Board support for these programs, it helps those representing the Village of Oak Brook on different associations to know where the Village stands on issues. Motion by Trustee Caleel, seconded by Trustee Korin, that the Village Board adopt the Illinois Municipal League and Metropolitan Mayors Caucus Legislative Programs and direct the Village Attorney to draft the necessary resolutions for Village Board approval at their March 26, 2002 meeting. VOICE VOTE: Motion carried. 12. OTHER BUSINESS PERTAINING TO VILLAGE OPERATIONS: Trustee Korin asked for an update on the resurfacing of the Oak Brook Post Office. Manager Veitch responded that he has not had any response to his inquiries. 13. ADJOURNMENT: Motion by Trustee Craig, seconded by Trustee Korin, to adjourn the meeting at 9:29 p.m. VOICE VOTE: Motion carried. ATTEST: 1/' �'g 5r? / eZ4 inda K. Gonnella, CMC 0104 �O Village Clerk 41/ 07/1 VILLAGE OF OAK BROOK Minutes Page 12 of 12 March 12, 2002 OTHER BUS. ADJRN