Minutes - 03/14/1995 - Board of TrusteesVILLAGE OF OAK BROOK Minutes Mgrch 14,1295
UNOFFICIAL UNTIL APPRC3: ®ED BY BOARD
APPROVED AS WRITTEN �_ OR
AS DED BY VILLAGE BOARD
ON
1. MEETING CALL..: MEETING CALL
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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 7:33
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 Calzaretta, Kenny, McInerney and
Shumate.
Trustee Bartecki arrived a, 7:38 p.m.
ABSENT: Trustee Payovich.
IN ATTENDANCE: Stephen B. Veitch, klillage Manager, Vince Long, Assistant
to Village Manager; Tom Hawk, Director of Code Enforcement; Bruce F. Kapff,
Purchasing Director /Grants Coordinator, Ruth A. Martin, Librarian; Robert
Nielsen, Fire Chief /Building Commissioner, Bonnie Sartore, Bath and Tennis
Club Manager; Trey VanDyke, Golf Club Manager, and Sean Creed, Golf
Course Superintendent.
3. ANNOUNCEMENTS & OPEN FORUM: MNIOUNCE MNI TS
ANA 1
President Bushy introduced officials of the City of Oakbrook Terrace: Mayor OPEN FORUM
Kailas, Aldermen Dilorio and Caslin, City Manager Shank, and Treasurer
Ventura.
The Village has received a letter from Mayor Kailas requesting Lake Michigan
water service from the Village of Oak Brook. Mayor Kailas addressed the
Village Board seeking a response of a consensus in principle to move forward
with a proposal for water distribution of Lake Michigan water horn the Village of
Oak Brook.
President Bushy requested City Manager Shank and Village Manager Veitch tc
meet and respond to their request. The Village Board will be advised by
Village Manager Veitch of their discussion.
Trustee Beirtecki inquired if the City of Oakbrook Terrace has the necessary
funding for the infrastructure costs of a water distribution project. Mayor Kailas
stated $1,000,000 is designated for this project in their City's Water Fund. A
special taxing district will be initiated if necessary for further costs.
The Board of Trustees may contact Village Manager Veitch for any comments
before the meeting of the two managers on Friday.
VILLAGE OF OAK BROOK Minutes Page 1 of 9 March 14, 1995
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Trustee Shumate asked if Oakbrook Terrace could be directly connected to the
DuPage water line. Mayor Kailas stated Oakbrook Terrace wishes water
service from Oak Brook presently, but they could rejoin as a member of the
DuPage Water Commission with direct water service.
Trustee Calzaretta inquired why Oakbrook Terrace is not seeking direct service
frorn the DuPage Water Commission. Mayor Kailas explained the Commission
water rates and the fact that the Village of Oak Brook presently services 80%
of the residents in their City is why they are before our Board.
6PPROVAL OF MINUTEQ:
Motion by Trustee McInerney, seconded by Trustee Kenny, to approve the
minutes of the Regular Meeting of February 28, 1995, 1995 as presented and
waive the full reading thereof. VOICE VOTE: Motion carried.
OMNIBUS AGENDA:
Motion by Trustee McInerney, seconded by Trustee Calzaretta, to approve the
Omnibus Agenda. ROLL CALL VOTE:
Ayes: 5 - Trustees Bartecki, Calzaretta, Kenny, McInerney and Shumate.
Nays: Q - None.
Absent: 1 e Trustee Payovich. Motion carried.
A. APPROVAL OF BILLS: Approved Omnibus Vote.
B. APPROVAL OF PAYROLL: Approved Omnibus Vote.
C. PAYOUTS:
MINUTES
APPROVAL OF:
BILLS -
$503,b52.4
PAYROLL -
$195,145.77
1. PITOMETER ASSOCIATES INC. ;�PAYOLlT #3 & FINAL - WATER 14ATER MODEL
� Af -%Mcd I �nr^ n: - T7 ann nn- Aran ed Omnibus Vote. tT°CREADE
2.
u 7777777'777;77
AND WATER MAIM
Trustee Shumate asked if Oakbrook Terrace could be directly connected to the
DuPage water line. Mayor Kailas stated Oakbrook Terrace wishes water
service from Oak Brook presently, but they could rejoin as a member of the
DuPage Water Commission with direct water service.
Trustee Calzaretta inquired why Oakbrook Terrace is not seeking direct service
frorn the DuPage Water Commission. Mayor Kailas explained the Commission
water rates and the fact that the Village of Oak Brook presently services 80%
of the residents in their City is why they are before our Board.
6PPROVAL OF MINUTEQ:
Motion by Trustee McInerney, seconded by Trustee Kenny, to approve the
minutes of the Regular Meeting of February 28, 1995, 1995 as presented and
waive the full reading thereof. VOICE VOTE: Motion carried.
OMNIBUS AGENDA:
Motion by Trustee McInerney, seconded by Trustee Calzaretta, to approve the
Omnibus Agenda. ROLL CALL VOTE:
Ayes: 5 - Trustees Bartecki, Calzaretta, Kenny, McInerney and Shumate.
Nays: Q - None.
Absent: 1 e Trustee Payovich. Motion carried.
A. APPROVAL OF BILLS: Approved Omnibus Vote.
B. APPROVAL OF PAYROLL: Approved Omnibus Vote.
C. PAYOUTS:
MINUTES
APPROVAL OF:
BILLS -
$503,b52.4
PAYROLL -
$195,145.77
1. PITOMETER ASSOCIATES INC. ;�PAYOLlT #3 & FINAL - WATER 14ATER MODEL
� Af -%Mcd I �nr^ n: - T7 ann nn- Aran ed Omnibus Vote. tT°CREADE
2.
JAMES J. 13hNh
AND WATER MAIM
Vote.
8.
DAMES J. BENES
PROJE=CT - ja.58
4.
INTERP =►N P�RAC
$3.72§.79: Appro%
5.
INTERN61I0-N6L
Q
QOMELiANCE
Vote.
8.
L__ =
VILLAGE OF OAK BROOK Minutes
Approved Omnibus
zs!' CUUA t Cam„ % rd j-V—%J-1 !: "
: Approved Omnibus 1/ote.
r.
'94 PAVINTC &
WATER MAIN
PROJECT
1995 P AVIN,"
PROJECT
ABA CONSTRI'C'TION
- -6Q6 ALFA COMPLIAWE
Aperoved Omnibus CONIS3TRUCTT, -1-
March 14, 1995
CONST; UCTM -.
�5
7.
C
Omnibus Vote.
Omnibus Vote.
D. RID AUTHORIZATION - TRAFFIC SIGNAL MAINTENANCE: Approved
Omnibus Vote.
6. ITEMS REMO'r/ED FROM OMNIBUS AGENDA: None.
7• QRDINANCES AND RESOLUTIONS:
A.
14
The amendment to the Text of the Heliport Special Use Ordinance allows
an occupant adjacent to an approved heliport to apply for a special use
permit to use the heliport, subject to whatever conditions and restrictions
are imposed by the Village. .
Motion by Trustee Shumate, seconded by Trustee McInerney, to pass
Ordinance 05 -HiE -G -553, An Ordinance Amending Section X(B)(2)(a) of
the Zoning Ordinance of the.Village of Oak Brook Relating to Standards
for Heliports, as presented and waive the full reading thereof, ROLL
CALL VOTE:
Ayes: 5 - Trustees Bartecki, Calzaretta, Kenny, McInerney and
Shumate.
Nays: 0 - None.
Absent: 1 - Trustee Payovich. Motion carried.
I� 3
I�
COMPREHENSIVE
PLAN & ZONING �
ORDINANCE UPDA' E
TRAFFIC SIGNALji
MINT . --BID AUTT .
ORD.95 -HEG -551;
STANDARDS FOR
HELIPORTS
ORD . 95-- ZO- SU--EX -
S -800
S- U.PERMIT FOR
HELIPORT
(2000 Clearwatet
The ordinance amends an earlier Special Use Permit that allows a heliport Drive)
at 2000 Clearwater Drive granted to Official Airline Guides. The
amendment changes all references from Official Airline Guides to the new
occupant of this property, Reed Elsevier, Inc. The amendment to the
existing Special Use aiso permits the adjacent occupant to 2000
Clearwater Drive, namely, ChicagoLand Television News, to use the
heliport, subject to the conditions and restrictions in the original
Ordinance.
Motion by Trustee Shumate, seconded by Trustee Sartecki, to pass
Ordinance 85- Z.O- SU -EX1 -S -800, An Ordinance Amending Ordinance S-
693, Granting a :special Use Permit for a Heliport, as presented and waive
VILLAGE OF OAK BROOK Minutes Page 3 of 9 March 14 t 1991
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the full reading thereof. ROLL CALL VOTE:
Ayes: 5 - Trustees Bartecki, Calzaretta, Kenny, McInerney and
Shumate.
Nays: 0 - None.
Absent: 1 - Trustee Payovich. Motion carried.
C. RESOLUTION 95 -GL -R -645 A RESOLUTION SUPPORTING HOUSE
RES.GL --R -645
BILL 2205 LOWERING THE ILLEGAL BLOOD ALCOHOL
SUPPORTING
CONCENTRATION (BAC)LEVEL FROM 0.10 TO 0.08:
H.B. 2205
ILLEGAL BLOOD
Motion by Trustee McInerney, seconded by Trustee Calzaretta, to pass
ALCOHOL
Resolution 95 -GL -R -645, A Resolution Supporting House Bill 2205
CONCENTRATION
Lowering the Illegal Blood Alcohol Concentration (BAC) Level from 0.10 to
0.08, as presented and waive the full reading thereof. ROLL CALL VOTE:
Ayes: 5 - Trustees Bartecki, Calzaretta, Kenny, McInerney and
Shumate.
Nays: 0 - None.
Absent: 1 - Trustee Payovich. Motion carried.
8. DEPARTMENTAL REPORTS - SPECIALTY AREAS:
DEPARTMEWAL
Environmental Concerns and Engineering: Trustee Payovich - No report was
REPORTS -
SPECIALTY AREis
given.
Finance and Purchasing: Trustee Bartecki - The audit has been completed,
and a draft is being prepared. Staff has met with Group One Resource, Inc. to
review the information systems study.
Library and Hotel. Convention & Visitors Committee: Trustee McInerney - The
new Library Clerk position has been filled. Tax forms are available to the
public at the Library. The Library hosted the DuPage Library System
Circulation meeting on February 8, 1995. Administrators have met to
determine if any changes are necessary for the DLS -MAGIC Library
Automation System.
The marketing campaign of the Oak Brook Hotel, Convention and Visitors
Committee was very successful with 115 business responses from a Meetings
and Conventions Magazine project.
Personngl and Public Sgfety: Trustee Kenny - Police supervisory offi%mrs and
Chief Fleming attended a leadership seminar directed toward performance
teams in our Polio; Department. 'A follow -up course is planned for April 17,
1995.
The Police Department will institute a bicycle patrol this spring. Two officers
will patrol the pathways, malls and various subdivisions. Seven officers have
expressed interest in participating in the program. Two bicywles and auxiliary
equipment has been ordered.
The Firer Department responded to a serious house fire in Timber Trails last
month. The firefighters handled the situation well in sub -zero weather, Area
communities assisted with their efforts.
;Fags
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Planning and Zoning: Trustee Shumate - An Open Forum was held for the
residents to view the Lohan Associates study. The McDonald's application has
been presented before the Zoning Board of Appeals and Plan Commission.
Public Works and Cable T.V.: Trustee Calzaretta - No report was given.
V. inane Clerk: Clerk Gonnella - No report was given.
Village President: president Bushy - The Golf Course will be open for golf this
Friday until April 1, 1995 on a first -come, first-serve basis. Tee time
reservations will begin after April 1, 1995.
President Bushy announced, as Liquor Commissioner, that after reviewing the
transcript of testimony and consultation with Village Attorney Martens, a fine of
$200 was declared to Sylviano's Restaurant. The fine was paid the next day,
and the matter has been concluded.
UNFINISHED BUSINESS:
A. AWARD OF CONTRACT - ARCHITECTURAL SERVICES - FIRM
STATION #2:
To use the services of Interplan Practice is based, in part, on the already
completed preliminary analysis of this facility, presented to the Village in
December, 1954.
Motion by Trustee Kenny, seconded by Trustee Calzaretta, to waive the
bidding process due to the professional nature of the services, and award
a contract, subject to staff review, to Interplan Practice, Oakbrook
Terrace, at a fee, based on contracted construction cost of 6.5% for
Design and Construction Documents, and 3% for Bidding and
Construction Administration, with a not -to- exceed cap of $13,150.
Trustee McInerney asked if Interplan is responsible for current ADA
compliance. He noted shortfalls of the Library ADA compliance project.
The water fountain has been non - functional for five to six weeks, and the
restroom facilities have been closed for a day at a time.
Trustee McInerney requested the motion be amended to include ADA
compliance of the Library. Died for lack of a second.
Village: Manager VeRch explained that Staff has been working with
Interpllan to expedite this area.
ROLL CALL. VOTE:
Ayes: 4 - Trustees Bartecki, Calzaretta, Kenny and Shumate.
Nays: 1 - Trustee McInerney.
Absent: 1 - Trustee Payovich. Motion carried.
VILLAGE OF OAIK BROOK Minutes Page 5 of 9 March 14, 1995
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ARCHITECTURAL
SERVICES -
FIRE STATION #21j
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REJECTION OF BIDS - FUEL TANK tJ T &L0CQN - r2QLF COURSE:
Bid packages were sent to eleven (11) firms, and six (6) companies
attended the mandatory pre -bid meeting. Competitive sealed bids were
received on March 1, 1995 from three (3) companies for the supply and
installation of two (2) new above - ground 500 - gallon fuel tanks at the
Sports Core Maintenance Building.
FUET, TANK
INSTALLATION --
COLE COURSE
Motion by Trustee McInerney, seconded by Trustee Bartecki, to reject the
submitted bids, as they were all substantially over our budget of $14,000
for this project. VOICE VOTE: Motion carried.
C. AWARD OF CONTRACTS - MAINTENANCE CHgMIQA LS & SUPPLIES - MAINTENANCE
GOLF COURSE: CHEMICALS AND
SUPPLIES -
Bid packages were sent to fourteen (14) firms. Competitive sealed bids GOLF COURSE
were received on March 1, 1995 from nine (9) companies. Contracts with j
six (6) firms will operate as Requirements Contract §, i.e. when and if the
Golf Course needs any of these items, orders will be placed for such
items. There is no requirement that the Villgg�e purchase a set quantity,
and the Village retains the right to either increase or decrease quantities,
at its sole option. The Village 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.
Motion by Trustee Caizaretta, seconded by Trustee Shumate, that
Requirements Contracts be awarded to the following six (6) companies,
subject to staff review, based on unit prices bid by the lowest responsive
bidders:
Tyler Enterprises, Elwood, Illinois;
The Scotts Company, Marysville, Ohio;
Miltona Turf Products, Miltona, Minnesota;
Turf Products, West ^hicago, Illinois;
Bojo Turf Supply, Frankfort, Illinois; and
Consery FS, Tinley Park, Illinois
and to further reject the bids submitted on items #1 -5, #7, #30, and #35,
since the items bid were either nonresponsive to our specifications, or the
Village may obtain the items at a lower cost from other suppliers. ROLL
CALL VOTE:
Ayes: 5 - Trustees Bartecki, Calzaretta, Kenny, McInerney and
Shumate.
Noys: 0 - None.
Absont: 1 - Trustee Payovich. Motion carried.
Trustee Caezaretta asked if there was any available program to address
the large quantity of geese on the golf course. President Bushy explained
a spray deterrent process was cost prohibitive to use. Trustee Shumate
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suggested removal of the ramps on the ponds.
Village Attorney Martens suggested an inquiry be made to McDonald's
experiment addressing the geese on heir properties.
President Bushy offered to contact Henry Hyde's office, as the geese are
protected by the Federal Migratory Bird Act. Trustee Kenny asked that
the ramps not be removed from the ponds, rather addressing another
solution to the problem.
President Bushy suggested directing a letter from the Village Board to
both Congressmen representing Oak Brook requesting assistance in
alleviating the overpopulation of these birds on the golf course and any
potential hazard to the health of our Sports Core personnel.
D. REPORT ON STATUS OF FIREWORKS DISPLAY FEASIBILITY:
President Bushy explained she requested staff to provide possible
proposals for a fireworks display on July 3, 1995.
Village Manager Veitch explained staff developed a preliminary plan for a
large, aerial -only fireworks display within the NFPA standards by using an
alternate site to shoot the display. The viewing area would be Polo Field
#2 and parking on Field #3. Additional parking would be available on the
exercise and show field areas. The preliminary cost estimate is $60,000,
including fireworks, security, sound system, staff support, entertainment,
concessions, clean up and preparation of the exercise and show fields.
$58,000 was budgeted for the cost of Oak Brook Day or another
celebration and the fireworks display. If the Board wishes to pursue this,
staff will present recommendations at the next Village Board meeting for
Purchase Orders for the fireworks, parking, security and general plans for
the event.
Trustee Calzaretta stated the cost was relatively high, and is there a cost
for delay. Bath and Tennis Club Manager Sartore explained the casts
include July 3rd as the fireworks day, with a rain date of July 4, 1995.
The second day service includes the availability of all areas but the band.
He questioned what other alternative 1 would be available other than the
cost of the fireworks display.
Trustee Bartecki requested soliciting participation in the event to help
defray costs.
Trustee Shumate voiced his concern for the cost of, the event. Village
Manager Veitch explained, due to the NFPA standards, the firing area had
to be relocated. The firing area is two to three times larger, and the
perimeter of the area must be socured.
Trustee Bartecki Inquired Into the cost of Village personnel. Bath and
VILLAGE OAK ,w w
F IREt'ORKS
DISPLAY
'FEASIBILITY
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Tennis Club Manager Sartore explained a $0,00047,000 estimated cost
for fire, police and Sports Core personnel.
Trustee Kenny, noting the actual cost of the fireworks aerial display of
$25,000, concurred with Trustee Shumate that it is not prudent in
justifying the cost of the event. Trustee Shumate asked how much
revenue is projected for the day. Bath and Tennis Club Manager Sartore
estimated revenue of $5,000 - $6,000 from the concessions. Trustee
Bartecki suggested eliminating the band and give staff compensatory time
for working that day. Trustee Shumate requested contacting the Park
District for ai contribution of the event.
Trustee Bartecki explained the Village has been doing this event and now
has a correct cost an'ount of the event. Does the Board wish to continue
the event, fine tune it and ask for participation from others.
Trustee Calzaretta stated either the Board agrees to the event as an Oak
Brook event or not at all. President Bushy concurred with Trustee
Calzaretta that the event is a coming together of our residents.
Village Manager Veitch suggested staff could examine areas that could be
reduced to lower the cost of the event. He explained that compensatory
time of the employees may not be unilaterally directed.
Trustee Kenny suggested re- examining the securing of the perimeter of
the firing areas to reduce costs. Village Manager Veitch explained it
would expose more of the golf course to pedestrians.
Village Manager Veitch noted staff has not reviewed alternatives to date.
Trustee Calzaretta withdrew his question of alternatives to a fireworks
display.
It was are- unanimous consensus of the Village Board to direct staff to
present proposals for a fireworks display for July 3, 1995 at the March 28,
1995 Vill��ge Board meeting.
10. EW BUS I,NE'Ds:
A. REQUES'r T
ROU. b JIQWER - GOLF OU SE: _ ROUGH WiER -
This mower is the only mower that provides the quality of cut for the golf Mr COURSE
course rough areas. This equipment should eliminate scalping and
provide a neater job, with fewer grass clippings remaining. Staff t A& bw.:
unable to find any other suppliers of the LasTec mower in the are.. k. J.W.
Turf is the sole distributor for northern Illinois.
Motion by Trustee McInerney, seconded by Trustee Bartecki, to waive "M
bidding process, on the basis that the product is a sole source, and
MLLAGE OF OAK BROOK Minutes Page 8 of 9 March 14, 1995
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12.
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authorize the purchase of a LasTec Articulator Rotary Mower, Model 721 -
R, at a cost of $13,040, from J.W. Turf, Inc., Hampshire, Illinois. ROLL
CALL VOTE:
Ayes: 5 - Trustees Bartecki, Calzaretta, Kenny, McInerney and
Shumate.
Nays: 0 - None.
Absent: 1 - Trustee Payovich. Motion carried.
QTHFR BUSINESS PERTAINING TO VILLAGE OPEMLI NS:
ADJOURNMENT:
Motion by Trustee McInerney, seconded by Trustee Calzaretta, to adjourn the
meeting at 8:52 p.m. VOICE VOTE: Motion carried.
ATTEST:
r
Linda K. Gonnella, CIVIC
Village Clerk
bot31 495
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ADJOURN WENT