Minutes - 03/23/1993 - Board of Trusteesetas -- B OT- --M i al
3-aB-q-3
OF OAK ZWOK Minutes Mar. 23, 1993
UNOFFICIAL UNTIL APPROVED By HOARD
APPROVED AS WRITTEN OR APPROVED
AS AMENDED X , BY VILLAGE BOARD
ON April 13, 1943 .
1. MEETING CALL:
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:
The Clerk called the roll with the following persons
PRESENT: Preeidek3t Bushy, Trustees Mayer,, Payovich, Skinner and
winters.
ABSENT: Trustees Bartecki and Shumate.
IN ATTENDANCE: Vince Long, Assistant to Village Manager; Richard A.
Martens, Village Attorney; Margotret Powers, Finance Officer/Treasurer;
Dale L. Durfey, Jr., Village Engineer; James Fleeing, Chief of Police;
Robert Nielsen, Fire Chief /Building Crissioner; Michael J. Meranda,
Superintendent of Public works; and Seen Creed, Golf Club Greens
Superintendent.
3. ANNOUNCEMENTS & OPEN FORUM:
Resident Bernie Dudek voiced his concern for the delay of the opening of
Old Oak Brook Dam when Salt Creek exceeded normal water elevations. He
questioned who is responsible for monitoring Salt Creek. Assistant to
Village Manager Long stated the Police Department monitors the water
level at Roosevelt Road. If a certain elevation is attained, the
Emergency Service Disaster Agency (ESDA) Plan is initiated for flooding.
Personnel from other departments are mobilised to assist in the Plan.
Police Chief Fleming stRt#md the Public works and Engineering Departments
monitor the water elevation during normal business hours and the Police
Department monitors on non - business hours.
President Bushy requested clarification of the procedure for monitoring
Salt Creek's water level and the ESDA procedures to all departments by
Assistant to Village Manager Long.
Resident Jane Dudek inquired into who should be notified during non-
business hours if the water levels are exceeded. Chief Fleming stated
to notify his office or request the Shift Commander to be notified.
President Bushy announced Marlene Hellwig, Personnel Department, brought
an item to the attention of Finance Officer Powers relative to a savings
to the Village of #5,687.26 a month for health insurance coverage for an
employee with one dependent or spouse. The Village had been paying for
family coverage even though the insurance covered only two people.
VILLAGE OF OAK BROOK Minutes 1 March 23, 1933
L`
MEETING CALL
ROLL CALL
ANNOUNCE 1 aNTS
AND
OPEN FORUM
a3-93
Ell,
President Bushy congratulated Marlene and Assistant to Village Manager
Long for pursuing this cost effective means.
4. APPROVAL OF MINUTES: APPROVAL OF
MINUTES
Trustee Skinner moved to approve the minutes of the Committee-of :e-
Whole Meeting of March 8r 1993 as presented and waive the full reading
thereof. Seconded by Trustee Payovich. VOICE VOTE& Motion carried.
Trustee Skinner moved to approve the minutes of the Regular feting of
March g, 1993 as presented and waive the full readings thereof. Seconded
by Trustee Minters. VOICE VOTE: Motion carried.
5. OMNIBUS AGENDA:
Trustee Winters moved to approve the Omnibus Agenda. Seconded by
Trustee Skinner. ROLL CALL VOTE
Ayes: 4- Trustees Mayer, Payovich, Skinner and Winters.
Nays: 0 -Done.
Absent: 2- Trustees 3artecki and Shumate. Motion carried.
A. PAYOUTS: Pk, OUTS:
1. JAMES J. BRIGS & ASSOCIATES - PAYOUT #9 - JORIE BOULEVARD BENES: JORIE
INSPECTION: Approved Omnibus Vote. BLVD. INSP . --
$713.28
2. DU FAGS WATER 00MISSION -- PAy07 SO - FIXED COSTS AND O & DIJC: FIXED
M: Approved Omnibus Votj. COSTS
B. ORDINANCE NO. G -504 AN MW Ma= AMENDING ARTICLE 1X PERSONNEL ORD G -•504
RULES AND RZGU'LATIONS OF THE CODS OR ORDINANCES OF THE VILLAGE OF SEXUAL F.ARAS --
OAK BROOK [Sexual Harassment Polio,: Approved omnibus Vote. SM..E"JT POLICY
6. ITEMS REMOVED FROM OMIBUS AGENDA: None.
7. FINANCIAL:
A. APPROVAL OF BILLSs
Voucher List of Bills Presssentwl for Approval March 230, 1993 to
reflect payment from the foll(ming funds:
General Corporate Fund :147,706.39
Hotel /Motel Tax Fund 21,713.23
Motor Fuel Tax Fund 2,163.31
Water Fund 189,355.82
Sports Core Fund 20,483.77
Trustee Mayer moved to approve Voucher List of Bills in the total
amount of $381,422.52 and authorize the Village President to affix
her signature thereon. Seconded by Trustee Payovich.
VILLAGE OF OAK BROOK Minutes 2 March 23, 1993
APPROVAL OF
BILT.s
0 oT— M ail!
3-a3-93
Trustee Winters abstained from voting on the bills from Illinois
Bell and Ameritech due to employment on a contract basis by same.
ROLL CALL VOTE:
Ayes: 4- Trustees Mayer, Payovich, Skinner and Winters.
Nays: 0-None.
Absent: 2- Trustees Bartecki and Shumate.
Abstain: 1- Trustee Winters as noted above. Motion carried.
8. ORDINANCR= =W) RESOLUTIONS:
A.
B.
RESOLUTION NO. R -580 A RESOLUTION FOR MAINTENANCE OF STREETS AND RES. R --580
HIGHWAYS BY MUNICIPALITY UNDER THE ILLINOIS HIGHWAY CODE (1993 1993 MFT
MFT): RESOLUTIO1
The "Resolution for Maintenance of Streets and Highways by
Municipality Under the Illinois Highway Code" and "Municipal
Estimate of Maintenance Costs" are documents required by the
Illinois Department of Transportation for MFT funding. The
resolution appropriates the sum of $157,000.00 for calendar year
1993.
Trustee Payovich moved to pass Resolution No. R -580 as presented
and naive the full reading thereof. Seconded by Trustee Skinner.
ROLL CALL VOTE:
Ayes: 4- Trustees Mayer, Payovich, Skinner and Winters.
Nays: 0 -None.
Absent: 2- Trustees Bartecki and Shumate. Motion carried.
ORDINANCE NO. G -505 AN ORDINANCE AM MING SECTION 2 -25 OF THE
CODE OF ORDINANCES OF THE VILLAGE OF OAR BROOK nnation for
Board of Trustees:
State statute requires the Village to specify "whether trustees
are to be compensated at an annual rate or for each meeting of the
Board of Trustees actually attended by each trustee ". To comply
with the statute, the proposed ordinance amends Section 2 -25 of
the Village Code which deletes the limitation on the number of
meetings per week and the payment for up to two absences per year.
The amendment will not take effect until the Spring of 1995.
President Bushy noted the Board is currently not compensated for
Committee -of- the -Whole meetings. Trustees are compensated $25.00
per Board meeting. President Bushy is compensated $2,500.00
annually which includes her compensation as Liquor Commissioner.
Trustee Skinner moved to pass Ordinance No. G -505 as presented and
waive the full reading thereof. Seconded by Trustee Winters.
ROLL CALL VOTE:
Ayes: 4- Trustees Mayer, Payovich, Skinner and Winters.
Nays: O- None.
Absent: 2- Trustees Bartecki and Shumate. Motion carried.
VILLAGE OF OAR BROOD Minutes 3 March 23, 1993
1*
OR.n . G 505
MTENSATION
FOR BOT MTGS.
V o °"' Goy 1A i J
3 -23 -R3
9. DEPARTMENTAL REPORTS - SPECIALTY AREAS: No Business.
11. NEW BUSINESS:
A. ANVAN PHASE IV WATER SERVICE RB2UEST: PITVAN PHASE IV
WATER SERVICE
Trustee Payovich moved to table Anvan Phase IV Water Service REQUEST
Request to the April 12, 1993 Board meeting, as the applicant has
been notified of the delay to clarify the Village's water service
policy. Seconded by Trustee Winters. VOICE VOTE: Motion
carried.
10. UNFINISHED BUSINESS:
F. AFRICANS WITH DISABILITIES ACT FACILITY ASSESSMENT AGREEMENT: ADA AGREEMENT
Trustee Payovich moved to authorize staff to enter into an
agreement with Interplan Practice Ltd. for $8,000.00 to provide
the Village with a facilities assessment and recommendation
regarding facilities modifications needed to comply with the
Americans with Disabilities Act. Seconded by Trustee minters.
ROLL CALL VOTE:
Ayes: 4- Trustee,. Mayer, Payovich, Skinner and hinters.
Nays: 0 -None.
Absent: 2-Trustees Bartecki and Shumate. Motion carried.
A. RATIFICATION OF ACCEPTANCE OF UNDERGROUND STORAGE TANK REMOVAL UST REMOVAL
PROPOSAL:
The Village Board, at is meeting of March 9, 1993, authorized
staff to obtain proposals and costs for removal of the underground
storage tank at Public Works.
Superintendent of Public Works Meranda stated the Village has
received the Fire Marshal's permit to remove said tank this
Friday. President Bushy commended Doug Patchin and staff for
performing admirably in Superintendent Meranda's absence during
the tank leakage.
Trustee Payovich moved to ratify acceptance of the proposal from
Peter J. Hartmann Company, the lowest responsible bidder, for the
emergency removal of the village leaking underground storage tank
in the amount of $12,887.50. Seconded by Trustee Skinner. ROLL
CALL VOTE:
Ayes: 4- Trustees Mayer, Payovich, Skinner and Winters.
Nays: 0 -None.
Absent: 2- Trustees Bartecki and Shumate. Motion carried.
B. RE2UEST FOR AUTHORIZATION TO MAKE FITNESS /WZLLFSS ROOM FITNESS/
IMPROVEMENTS - POLICE DEPARTMENT: WELLNESS RM .
I*TPROVEMENTS
This expenditure was deferred at the Board of Trustees meeting of POLICE DEPT.
VILLAGE OF OAK BROOK Minutes 4 March 23, 1993
3,,,23-93
November 10, 1992. The Fitness /Wellness room is located in the
lower level of the Police Department. During the past year, this
room was converted from a records storage room to a
fitness /wellness room. It currently contains two stationary
bicycles and two step exercise machines. The floor is currently
bare concrete, and the ceiling in currently in disrepair with 25
ceiling tiles missing. The damaged ceiling is due to overhead
water leaks which have subsequently been repairej. The estimated
total cost for these items is approximately $1,400,00 which in
withiiy the staffs purchasing authority.
Trustee Winters moved to authorize staff to accept bids for
carpeting; new ceiling; and installation of a window in the
existing door of the Fitnese /Wellness room. Seconded by Trustee
Skinner. ROLL CALL VOTE:
Ayes: 4- Trustees Layer, Payovich, Skinner and Winters.
Nays: 0 -None.
Absent: 2- Trustees Bartecki and Shumate. Motion carried.
C. RE2UEST TO RESCIND AUTHORIZATION TO MMCUTE CQ;3TPtACT FOR 1993 RESCIND 1993
FIREWORKS: FIRWORRS
CONTRACT
The matter of selecting a vendor for fireworks is being reviewed
by an ad hoc committee comprised of members of the Civic
Association, the Village of Hinsdale, the Hinsdale Park District,
the Oak Brook Park District, and the Village of Oak Brook. The
recommendation from the committee will be brought to the Board for
approval at a subsequent Board meting.
President Bushy requested the company that will handle the
fireworks diaplay be familiar with the Sports Core property.
Trustee Skinner requested the insurance certificate be as
cowparable as Melrose Fireworks' proposal.
George Mueller, Civic Association member, stated helrese Fireworks
Company, Inc. has submitted a proposal to their; Corm -4 ttee and the
proposals will be submitted to the Village Board. Assistant to
Village Manager Long has participated in the Committee's efforts
for the 3993 fireworks.
Trustee Skinner moved to rescind the Board ar_ion of March 9, 1993
to authorize staff to hire Melrose Fir:.-irks Company, Inc. at an
amount of $25,000 for the Village's independence Day celebration
on July 31 1993. Seconded by T_--uatee Payovich. VOICE VOTE:
Motion carried.
D. DRAINAGE STUDY - LOT 89, YORK WOODS (35 Windsor Drive): DRAINAGE
STUDY:
The Village Board, on June 23, 1992, approved an agreement for LOT 89 -YORK
engineering services with SDI Consultants, LtC. for the Drainage WOODS
Study of Lot 89 in York Woods Subdivision (35 Windsor Drive). The (35 Windsor)
study was undertaken to identify the cause of, and recomended
VILLAGE OF OAK BROOK Minutes 5 March 23, 1993
'3,,23-w q
solution to, the flooding problems experienced on Lot 89. The
study found that the existing storm sewer system has insufficient
capacity to convey runoff from any rainfall event exceeding the
six -month storm. Additionally, the flooding which results from
the lack of storm sewer capacity is exacerbated by t'le absence of
any overland overflow routes which could accompodate excess runoff
from hinher intensity storms.
John Gramas, resident of Briarwood, stated the Village addressing
the drainage problem would set a precedent. Trustee Skinner
stated more residents will come beige the Board with this type of
drainage problem. Presidert Bushy noted the Village does address
stormwater and drainage problems that affect public safety.
Trustee Minters commented that matters of public safety Must be
resolved by the Village. Be noted the 10 acres of drainage to
t1stis area and the 6 -foot ponding would be the responsibility of
the Village for reasons of public safety. He further noted
multiple lot owners may have a special assessment to cover the
cost of a project like this.
Trustee Payovich moved to accept the report from SDI Consultants,
Ltd. that recowmnded removing som 15" storm pipe and replacing
it with 3014 storm pipe; installing new 101° storm pipe near loot 89;
and investigating the purchase of a portable gas powered pump.
The estimated cost is $55,000. Seconded by Trustee Skinner.
ROLL CALL VOTE:
Ayes: 4- Trustees Mayer, Payovich, Skinner and Minters.
Nays: O -None.
Absent: 2- Trustees Bartecki and Shumate. Motion carried
E. INFRASTRUCTURE MANAGEMENT PLAN - PAVEME T AGEMLAiT STUDY:
Village Engineer Durfey made the following comments of the 5 -year
Infrastructure Management Plan:
Engineering staff will coordinate with affected agencies to insure
that all projects run efficiently. Surplus funds not utilized for
a specific project category, in any given year, will be banked
within that project category for future use. The MFT Fund would
bank surplus funds until a large enough balance existed to do a
full project with primarily MFT Funds_
The following comments are noted:
Finance Officer Powers explained that a Set Aside Fund is merely a
fund of the remaining surplus monies after the budget has been
set. She further noted that the Capital Equipment Replacement
Fund has designated $100,000 each for the Fire Department, Public
Works and Police Department.
VILLAGE OF OAK BROOK Minutes 6 March 23, 1993
INFRASTRUCTURE
MANAGEMENT
PLAN
. \1015-- 130T-Mid
3- .23 -q.
President Bushy requested residents be made aware that the utility
tax monies are being used for infrastructure. She also reminded
the Board to look at this study as a guideline system, as it is
easy to go astray without score type of plan. Trustee Skinner
congratulated the Department Heads for the plan.
Trustee Payovich moved to approve the general concept of the
Infrastructure management Plan with review by the Village Beard
annually of special projects for budget approval. Seconded by
Trustee Skinner. VOICE VOTE: Motion carried.
11. NEW BUSINESS (Continued):
B. PROPOSED FEES FOR NON - RESIDENT C.P.R. CLASSES: NON- RESIDENT
C.P.R. CLASSES
Discussed at the Budget Rearing of February 22, 1993. FEE STRUCTURE
Trustee Winters moved to direct the Village Attorney to draft the
necessary documentation to implement a C.P.R. fate structure based
on the Special Duty rates. At present such classes would cost
$210.00 for one instructor and $420.00 for two instructors.
Seconded by Trustee Payovich.
Trustee Winters =vended the action to direct the Village Attorney
to amend the Salary Administration Plan to include a "Spacial Duty
Rate" per C.P.R. instructor. Seconded by Trustee Payovich. VOICE
VOTE: Motion carried.
C. USE OF SPORTS CORE FIELDS FOR 1993 HORSE SAWS - POLO & EMSTRIAN USE OF SHOW
CLUB OF OAK BROOK: FIELDS:
HORSE SHOW
The Polo a Equestrian Club of Oak Brook has requested the use of
the Sports Core Showfield for two (2) events during the Month of
July, 1993: the Great Lakes Horse Show to be hold on July 6 -10,
and the Windy City Classic to be held of July 14 -18.
Bill O'Leary,, President of the Polo a Equestrian Club of Oak
Brook, stated they would remove the jumps during the two events
for snowing and properly clean and repair the fields wkth sand and
dirt after said events.
D.
Trustee Winters moved to grant the use of the Sports Core
Show €field for the Great Lases terse Show, July 6 -10, and the Windy
City Classic, July 14 -18, 1993, subject to a cash bond of
$1,568.00 and a rental fee of $7,500.00. Seconded by Trustee
Skinner. VOICE VO'L'E: Motion carried.
PURCHASE OF PESTICIDES /FERTILIZERS FOR 1993 SEASON - SPORTS CORE:
Due to the time constraints, Sports Core staff is requesting, fo_
this year only, to waive the bidding process and issue a purchase
order in a not -to- exceed amount of $38,201.42 with the
VILLAGE OF OAK BROOK Minutes 7 march 23, 1993
/J h(
1093 PURCHASE
PESTICIDES/
FERTILIZERS
Y V M SIM 403Tp 84
~q3
understanding that Sports :ore staff will bid all such items which
have multiple suppliers during the off season prior to the 1994
season.
Acting Sports Core Manager Long stated all Sports Core staff will
now follow the proper bid procedures.
Trustee Skinner moved to waive competitive bidding due to ti.ms
constraints and issue a purchase order in a not -to- exceed amount
of $38,201.42 for the purchase of various fertilizers and
pesticides as indicated in Exhibit 1 and Exhibit 2 attached to
memo dated March 23, 19931 from Vince Long, Acting Sports Core
Manager and Sean Creed, Golf Course Superintendent. Seconded by
Trustee Payovich. ROLL CALL VOTE:
Ayes: 4- Trustees Mayer, Payovich, Skinner and Winters.
Nays: O -None.
Absent: 2- Trustees Bartecki and Shumate. Motion carried
E. PURCHASE Off' CAPITAL EQUIPMENT FOR GOLF E - SPORTS CORE- EQUIP -:
MEIiTT PURCHASE
Trustee Winters moved to purchase a Tee Mower from Lesco, Inc., GOLF COURSE
the lowest responsible bidder, for $9,300.00. Seconded by Trustee
Payovich. ROLL CALL VOTE:
Ayes: 4- Trustees Mayer, Payovich, Skinner and Winters.
Nays: 0 -None.
Absent: 2- Trustees Bartecki and Shumate. Motion carried
Trustee Skinner moved to waive competitive bidding and purchase a
Hydroject Aerifier, from Chicago Turf & Irrigation, the only
manufacturer of this type, for ;18,530,00. Seconded by Trustee
Payovich. ROLL CALL VOTR:
Ayes: 4- Trustees Mayer, Payovich, Skinner and Winters.
Kays: 0- Nona.
Absent: 2-Trustees Bartecki and Shumate. Motion carried
Trustee Winters moved to authorize staff to go to bid for golf
course capital equipment of: Laborers Cart, Turf Sweeper. Turf
Blower and Utility Trailer. Seconded by Trustee Skinner. VOICE
VOTE: Motion carried.
12. ADJOURNMENT: &WOMIMENT
Trustee Skinner moved to adjourn the meeting at 9:55 p.m.. Seconded by
Trustee Payovich. VOICE VOTE: Motion carried.
ATTEST:
2�
i
A4
Linda K. Gonna
.w.
Village Clerk .r
btmn32393 - s
VILLAGE OF OAK BROOK Minutes 8 - `'���., 1�ISrch 23, 1993