Minutes - 04/25/2000 - Board of TrusteesVILLAGE OF OAK BROOK Minutes April 25, 2000
UNOFFICIAL UNTIL APPROVED AS WRITTEN
_ OR AS AMENDED x BY VILLAGE BOARD
ON Mav 9, 2000
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 Board Room of the Village Commons at
7:32 p.m. Pledge of Allegiance was given.
2. ROLL, CALL: ROLL CALL
The Village Clerk called the roll with the following persons
PRESENT: President Bushy, Trustees Butler, Caleel, Craig, Kenny,
McInerney and Savino.
ABSENT: None.
IN ATTENDANCE: Stephen B. Veitch, Village Manager; Michael A. Crotty,
Assistant Village Manager; Dale L. Durfey, Jr., Village Engineer; Debra J.
Jarvis, Fire Chief & Building Commissioner; Robert L. Kallien, Jr.,
Community Development Director; Bruce Kapff, Director of Information
Services & Purchasing; Darrell J. Langlois, Finance Director; Richard A.
Martens, Village Attorney; Ruth A. Martin, Library Director; Michael J.
Meranda, Director of Public Works; Allen W. Pisarek, Police Chief; Bonnie
Sartore, Bath & Tennis Club Manager; Trey VanDyke, Golf Club Manager;
Jeremiah Montigue, Food & Beverage Manager; Gail Peterka,
Communications Center Supervisor; Roberta Petz, Library Commission
President; Library Commission members Randa Bishlawi & Anthony
Ingrisano; former Library Commission members Barbara Benezra, Joe Fullan
and Lucia Sutton; Marshall Olson & Robert Bush, Harbour Contractors; Lisa
Adkins, Carow Architect Planners and Howard Trier, Oak Brook Park District
Commissioner.
Trustee Kenny arrived at 7:34 p.m.
3. ANNOUNCEMENTS AND OPEN FORUM: ANNOUNC &
OPEN FORUM
Trustee Craig announced that the Conservation Foundation is sponsoring a
cleanup of the west and east branch of the DuPage River and Salt Creek. This
will occur during the month of June and if you wish to volunteer you may
contact them at (630) 428 -4500 or their e-mail address is consfound(a),ais.net.
He also commented that he was misquoted in one of the area newspapers
stating he opposed the new water sprinkling hours. He is in favor of the three
day water sprinkling period and believes it will benefit the Village.
VILLAGE OF OAK BROOK Minutes Page 1 of 9 April 25, 2000
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Trustee McInerney remarked that he had received several complaints from
residents that non - residents had forced residents to leave basketball courts in
our community. Police Chief Pisarek stated that our police bicycle patrol will
begin their community patrol program in May and will resume the same
process as last year including use of police squads and foot patrol by our police
officers.
Karen Bushy, as a resident, addressed the Board of the continuance of the
petition drive for registered voter signatures to place the public question on the
November ballot for approval to sell 4.2 acres of Sports Core property along
31St Street for widening of that street that will include a protected turn bay into
the new Library facility and Sports Core driveway. If anyone wishes to sign a
petition or carry a petition, please contact her for petitions and informational
brochures are available.
4. APPROVAL OF MINUTES: MINUTES
BOT 04/11/00
President Bushy suggested that the minutes be withdrawn for further review by
staff.
Motion by Trustee Caleel, seconded by Trustee Craig, that the minutes be
withdrawn for further review. VOICE VOTE: Motion carried.
5. OMNIBUS AGENDA:
All items on the Omnibus Agenda are considered to be routine in nature and
will be enacted in one motion. There will be no separate discussion of these
items unless a Board member so requests, in which event, the item will be
removed from the Omnibus Agenda and considered as the first item after
approval of the Omnibus Agenda.
Motion by Trustee Caleel, seconded by Trustee Craig, to approve the Omnibus
Agenda. ROLL CALL VOTE:
Ayes: 6 - Trustees Butler, Caleel, Craig, Kenny, McInerney and Savino.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
APPROVAL OF:
A. APPROVAL OF BILLS: Approved Omnibus Vote. BILLS -
$472,439.74
B. APPROVAL OF PAYROLL FOR PAY PERIOD ENDING
APRIL 15, 2000: Approved Omnibus Vote. PAYROLL-
$390,040.03
C. CHANGE ORDERS: None.
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D. PAYOUTS:
1) CIVILTECH ENGINEERING. INC. - PAYOUT #14 - YORK/HARGER
YORK/HARGER BIKE TRAIL - $749.54: Approved Omnibus BIKE TRAIL
Vote.
2) HALLORAN & YAUCK - PAYOUT #6 & FINAL - GOLF GOLF CRSE
COURSE IRRIGATION SYSTEM REPLACEMENT - IRRIG SYSTEM
$52,895.60: Approved Omnibus Vote. REPLACE
3) CAROW ARCHITECTS PLANNERS - PAYOUT #13 - LIBRARY
LIBRARY DESIGN - $16,800.15: Approved Omnibus Vote. DESIGN
E. REFERRALS: None.
F. AUTHORIZATION TO SEEK BIDS OR PROPOSALS: No Business.
G. ACCEPT AND PLACE ON FILE - TREASURER'S REPORT OF TREAS RPT
MARCH, 2000: Approved Omnibus Vote. 03/00
H. AMENDMENT TO PHASE I CONSULTANT AGREEMENT - YORK/HARGER
YORK/HARGER ROAD BICYCLE /PEDESTRIAN PATH: BIKE TRAIL
Approved Omnibus Vote.
I. ACCEPT AND PLACE ON FILE - 1999 COMPREHENSIVE 199 COMP
ANNUAL FINANCIAL REPORT AND MANAGEMENT LETTER: ANNUAL FIN
Approved Omnibus Vote. RPT & MGMT
LETTER
6. ITEMS REMOVED FROM OMNIBUS AGENDA: None.
7. ACTIVE AGENDA (Items for Final Action):
A. APPOINTMENTS: APPOINT:
1) OAK BROOK HOTEL, CONVENTION & VISITORS OBHCVC
COMMITTEE:
Motion by Trustee Caleel, seconded by Trustee Butler, to concur with
the recommendation of President Bushy and appoint Kerry Michelson,
the new General Manager of the Wyndam Drake Hotel, to the Oak
Brook Hotel, Convention & Visitors Committee to fill the unexpired
term of Michael Jorgensen (former General Manager), with his term
expiring on February 28, 2001. VOICE VOTE: Motion carried.
VILLAGE OF OAK BROOK Minutes Page 3 of 9 April 25, 2000
2) POLICE PENSION FUND BOARD: POLICE
PENSION
Motion by Trustee McInerney, seconded by Trustee Savino, to concur
with the recommendation of President Bushy and appoint Alan J.
Feldman to the Oak Brook Police Pension Fund Board. VOICE
VOTE: Motion carried.
B. ORDINANCES & RESOLUTIONS:
1) ORDINANCE 2000- TO -RR -G -659 AN ORDINANCE ORD 2000 -TO-
AMENDING ARTICLE VI ENTITLED "TOBACCO RR -G -659
PRODUCTS" OF CHAPTER 8 OF THE CODE OF TOBACCO
ORDINANCES OF THE VILLAGE OF OAK BROOK: PRODUCTS
The amendments to the ordinance clarifies the location of a tobacco
product license and the two warning signs that are required to be
posted.
Motion by Trustee Caleel, seconded by Trustee Craig, to approve
Ordinance 2000- TO -RR -G -659, "An Ordinance Amending Article VI
Entitled `Tobacco Products' of Chapter 8 of The Code of Ordinances of
the Village of Oak Brook," as presented and waive the full reading
thereof. ROLL CALL VOTE:
Ayes: 6 - Trustees Butler, Caleel, Craig, Kenny, McInerney and
Savino.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
C. AWARD OF CONTRACTS: No Business.
D. LIBRARY PROJECT FINAL DESIGN - APPROVAL AND LIBRARY
AUTHORIZATION TO BID AND NEGOTIATE: PROJECT
On August 4, 1999, Harbour Contractors, Inc. provided a project cost
estimate (excluding items scheduled to come from the Library
operating budget and Polo Road) of $5,488,700. The changes approved
in October, 1999 reduced that estimate to $4,994,100. The key element
of the consensus was retention of the curvilinear shape that had been
approved at the concept stage, including the dome, sunshade and access
floor features. The final design reflects most of the changes approved
in October as a result of value engineering efforts undertaken by the
architect and construction manager.
VILLAGE OF OAK BROOK Minutes
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Page 4 of 9 April 25, 2000
Harbour Contractors', Inc. April 10, 2000 estimate of $5,533,200
includes Polo Road. Adjustments were made that resulted in a net
reduction of $42,600 including professional fees where applicable.
Several minor changes resulted in an additional net reduction of
$20,000. Applying these adjustments ($42,600 plus $20,000), the
estimate becomes $5,470,600, again including Polo Road. The project
budget, including Polo Road, is $5,174,000. Thus the total project cost
estimate is presently $296,600 above the budget. Allowing for some
benefit from the competitive bidding process, the deviation from
budget is thought to be about $200,000. Staff suggested that two
features could be deferred to trim the $200,000 over budgeted estimate.
This includes deferring the garden adjacent to the meeting room at an
estimated savings of $30- $40,000 and deferment of the sunshade in the
initial construction phase at an estimated savings of $180,000.
Motion by Trustee Caleel, seconded by Trustee Craig, that "deduct
alternates" not be specified and that the garden adjacent to the meeting
room and the sunshade be included in the project. VOICE VOTE:
Motion carried.
Motion by Trustee Butler, seconded by Trustee Caleel, to:
1. Approve the final design for the Library Project as presented.
2. Approve the final pre -bid cost estimate of $5,470,600 (which
includes relocation and reconstruction of Polo Road).
3. Authorize the staff and consultants to advertise for bids for each of
the subcontractor bid packages.
4. Authorize the staff to negotiate a contract with the construction
manager, Harbour Contractors, Inc. (HCI), for construction phase
services.
ROLL CALL VOTE:
Ayes: 6 - Trustees Butler, Caleel, Craig, Kenny, McInerney and
Savino.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
Roberta Petz, President of the Oak Brook Library Commission,
commended the Village Board for their efforts in finalizing the new
Library. President Bushy also commended Library Director Martin for
her dedication and perseverance in this project.
VILLAGE OF OAK BROOK Minutes
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Page 5 of 9 April 25, 2000
8. INFORMATION & UPDATES: NFO & UPDATE
E
A. VILLAGE PRESIDENT: VLLG PRES -
President Bushy remarked that representatives of the Metropolitan
Mayors Caucus continue to meet with Mayor Daley in developing
issues that are important to the area. Also a member of the Economic
Development Task Force, they recently met with a representative group
from the business community of the six - county region. The
Metropolitan Mayors Caucus met last week and discussed sales tax on
the internet and e- commerce issues. They recommended a delegation
of Caucus members and some City Managers go to Washington, D.C.
to lobby members of Congress regarding the effects of a moratorium on
internet sales tax. She has been asked to chair this delegation and
requested the Board's concurrence that the Village Manager also
participate in this delegation to Washington, D.C.
Motion by Trustee Caleel, seconded by Trustee Kenny, that President
Bushy and Village Manager Veitch participate in this delegation to
Washington, D.C. on behalf of the Village of Oak Brook to address the
importance of internet sales tax. VOICE VOTE: Motion carried.
B. VILLAGE MANAGER: VLLG MGR -
Village Manager Veitch remarked that the Village Board objectives,
staff objectives, updating the 2001 -2005 Five Year Financial Plan and
the 2001 budget will begin. The Village Board objectives will be
addressed at the May 22, 2000 Committee -of- the -Whole meeting.
DEPARTMENTAL REPORTS - QUARTERLY REPORTS:
A.
Communications Center
H.
Library
B.
Community Development
I.
Police Department
C.
Engineering Department
J.
Public Works
D.
Finance Department
K.
Recycling
E.
Fire Department/EMS
L.
Risk Management
F.
Information Services/
M.
Sports Core - Bath & Tennis and Golf
Purchasing
N.
Village Clerk
G.
Legal Department
Departmental Quarterly Reports were discussed and accepted.
VILLAGE OF OAK BROOK Minutes
Page 6 of 9 April 25, 2000
QTLY REPORTS
10. UNFINISHED AND NEW BUSINESS (Final Action Not Anticipated):
A. RECOMMENDATION - SAMATAS (9 NATOMA) - VARIATION -
FROM STORMWATER AND FLOOD PLAIN ORDIANANCE•
The Zoning Board of Appeals at their March 7, 2000 meeting
recommended approval by a vote of 7 to 0 with conditions that
Mr. James Samatas, 9 Natoma, request for a Flood Plain Special Use to
our Village Code to construct a bridge and accessory structure (i.e.
recreational folly) on the rear portion of his property which is in the
Flood Plain of Salt Creek. These conditions include:
1. Completion of the project within 60 days from date of permit issue,
subject only to delays outside of the petitioner's control.
2. A construction fence is in place to control dust and protect
neighbors from damage sustained during construction.
3. All landscaping, including the easement be restored immediately
upon completion of the construction.
4. The structures are to be built in substantial conformance with the
plans submitted.
5. A cash bond may be required from the petitioner to insure
compliance.
6. Final engineering approval of plans.
The Zoning Board of Appeals also passed a motion by a vote of 7,
recommending approval of a Variation request to the DuPage County
Stormwater and Flood Plain Ordinance. The Variation is required to
determine that the proposed accessory structure (i.e. recreational folly)
is an appropriate use in the floodway area. The petitioner, James
Samatas, was in attendance of the meeting.
Motion by Trustee Savino, seconded by Trustee Butler, to authorize the
Village Attorney to prepare the necessary ordinance for final action at
the Regular Village Board of Trustee's Meeting of May 9, 2000.
VOICE VOTE. Motion carried.
B. RECOMMENDATION - YORKSHIRE REALTY (43 YORKSHIRE
DRIVE) - YORKSHIRE GLEN SUBDIVISION PRELIMINARY
PLAT:
At the Village Board meeting on April 11, 2000 the Board received a
recommendation from the Plan Commission for approval of the
preliminary plat of Yorkshire Glen Subdivision subject to various
conditions. In the course of reviewing the recommendation, the Board
had questions concerning the stormwater management concept. The
VILLAGE OF OAK BROOK Minutes Page 7 of 9 April 25, 2000
VARIATION
STMWTR &
FLOOD PLN
9 NATOMA
PRELIM PLAT
43 YORKSHIRE
DRIVE
petitioner was asked to provide further information concerning the
drainage concept, the structures involved, the materials to be used and
the appearance of the finished product. There were questions
concerning the width of the private roadway and the application of the
Zoning Ordinance setback requirements relative to the private roadway.
The road and setback issues have been clarified such that the Village
Manager recommends the Board could proceed with consideration of
the preliminary plat. Additional information obtained regarding the
stormwater management concept suggests that it rely on a freestanding
wall to act as a dike to detain stormwater runoff in otherwise dry rear
yard detention easements. Some information concerning materials has
been received but little has been learned about the appearance of the
facility as envisioned by the designers. The freestanding wall concept
also raises questions of applicability of and compliance with fence
provisions of the Zoning Ordinance. The Village Manager
recommended that this matter be referred to the Plan Commission in
order to provide the Board with benefit of the Commission's further
review of the subdivisions concept, especially the stormwater
management scheme.
Motion by Trustee Savino, seconded by Trustee Caleel, to refer the
Preliminary Plat of Yorkshire Glen Subdivision to the Plan
Commission for further review of the subdivision concept with respect
to stormwater management. Voice Vote: Motion carried.
11. OTHER BUSINESS PERTAINING TO VILLAGE OPERATIONS:
President Bushy explained that several organizations such as DuPage Mayors
and Managers Conference, Illinois Municipal League and the U. S. Conference
of Mayors have proposed resolutions pertaining to the retail sales taxes on
internet sales. She requested that this resolution be sent to members of
Congress and the Illinois delegation.
Motion by Trustee McInerney, seconded by Trustee Caleel, to pass Resolution
2000- TX -S -R -744, A Resolution Pertaining To Retail Sales Taxes On Internet
Sales. ROLL CALL VOTE:
Ayes: 6 - Trustees Butler, Caleel, Craig, Kenny, McInerney and Savino.
Nays: 0 - None.
Absent: 0 - Motion carried.
12. ADJOURNMENT: ADJOURN
Motion by Trustee Caleel, seconded by Trustee Craig, to adjourn the meeting
at 9:28 p.m. VOICE VOTE. Motion carried.
VILLAGE OF OAK BROOK Minutes Page 8 of 9 April 25, 2000
ATTEST:
Linda K. Gonnella, CMC /AAE
Village Clerk
shell -042500
VILLAGE OF OAK BROOK Minutes Page 9 of 9 April 25, 2000