Minutes - 05/08/2001 - Board of TrusteesI
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VILLAGE OF OAK BROOK Minutes May 8, 2001
UNOFFICIAL UNTIL APPROVED AS WRITTEN X
OR AS AMENDED _ BY VILLAGE BOARD ON
May 22, 2001.
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.
ROLL CALL:
The Deputy Clerk called the roll with the following persons
PRESENT: President Bushy, Trustees, Butler, Caleel, Craig, Korin,
Miologos and Savino.
ABSENT: None.
IN ATTENDANCE: Stephen B. Veitch, Village Manager; Michael A. Crotty,
Assistant Village Manager; Bruce F. Kapff, Director of Information Services
& Purchasing; Robert L. Kallien, Jr., Director of Community Development;
Darrel J. Langlois, Finance Director; Richard A. Martens, Village Attorney;
Ruth A. Martin, Library Director and Michael J. Meranda, Public Works
Director.
ANNOUNCEMENTS AND OPEN FORUM:
Trustee Craig commented on Butler School District 53 as he contacted their
Superintendent Robert Sabatino to discuss SB22, which would allow school
districts to levy up to fifteen cents per $100.00 of assessed value to fund
corrections to life safety code violations in schools. These are building code
violations that would put the safety of the school building occupants at risk.
Life safety violations have to be certified by a licensed architect and approved
by the State Board of Education through the regional offices of education. The
life safety levy may be enacted only when the life safety work has been
approved and only for the amount of the project up to fifteen cents maximum.
If the project costs more than the fifteen -cent levy, the school district can then
cover the additional costs through its operations and maintenance fund or
through a referendum to sell bonds. This is proposed legislation, which allows
the voters to hold a referendum on the life safety if they question the school
boards decision to increase taxes. He also discussed the retirement pay for
Dennis Lonstein. Butler School District 53 did not pay Dennis Lonstein
$100,000 but paid a legally mandated payment of the Illinois State Teachers
Retirement System of approximately $100,000 as he opted for the early
retirement option. This allows individuals between the age of 55 and 59 to
retire early prior to the age of 60.
VILLAGE OF OAK BROOK Minutes
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Page 1 of 10 May 8, 2001
MEETING
CALL
ROLL CALL
ANNOUNCE
3. The early retirement option requires a mandatory employee and employer
payment. The exact amount depends upon the employee's age and the years of
credible service in the teachers retirement system. The closer in age to 60 the
more years of credible service the less the payments with the early retirement
option penalties are eliminated if the employee has thirty -four (34) years of
service in the teaches retirement system. The early retirement option
mandatory employee and employer payments fund the early retirement option.
In order to be eligible for the Butler School District 53 retirement benefits, a
teacher must have been employed in the district for ten (10) years, be of 55
years of age or older and have filed for participation in the retirement program
set forth by the teachers retirement system of the State of Illinois. A maximum
of two retirement applications will be granted annually. However, the School
Board reserves the right to consider and accept additional retirement
applications if more than two applications are received with seniority
determining which should be granted. The salary enhancement in the year or
two prior to the retirement for teachers is relatively common in this state. The
logic is provide an incentive for more highly paid teachers to retire at age 55 so
that you can replace them with less expensive teachers and a way of showing
appreciation to the teachers for years of service to the district. The average
salary of a Butler School District 53 teacher at the time of retirement is
$82,983.00. Replacing them with a teacher holding a master's degree and five
(5) years experience is $43,525.00 saves $39, 458.00 per year. The savings are
greatest if a beginning teacher replaces them with a bachelor's degree at
$31,499.00. The initial cost of the twenty- percent salary enhancement is often
recovered in the third year and then remains from that year forward. According
to the Regional Office of Education for DuPage County, the 1999 total tax rate
for Butler School District 53 was the lowest in the county at .9862 per $100.00
of assessed value. President Bushy indicated that School District 53 covers
only about 50% of Oak Brook.
Trustee Caleel asked Assistant Village Manager Crotty to explain what occurs
with the Citizen Surveys when staff has reviewed them. Assistant Village
Manager Crotty indicated that the Citizens Surveys are distributed randomly to
approximately half of our residents in early spring. The ratings are tallied and
compiled in a report that is provided to the Village Board and Department
Heads. This is start of the process for setting our goals and objectives each
year and placed in the budget. A confidential exhibit is included in the survey
for individual comments from residents or if they wish a response to include
their name and address. Those confidential exhibits are provided to the Village
Board for their review and staff only who has also included a few responses
the Village has sent to residents in response to their comments.
VILLAGE OF OAK BROOK Minutes Page 2 of 10 May 8, 2001
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3. Trustee Caleel inquired into the status of AT & T's Internet Service. Village
Manager Veitch indicated that A T & T Broadband is available at a now to be
increased rate. The @home internet service is available since early March, but
DSL is not available.
4. APPROVAL OF MINUTES:
Motion by Trustee Caleel, seconded by Trustee Craig, to approve the minutes
of the Special Board of Trustees Meeting of April 26, 2001 as presented and
waive the full reading thereof. VOICE VOTE. Motion carried.
Motion by Trustee Caleel, seconded by Trustee Butler, to approve the minutes
of the Regular Board of Trustees Meeting of April 24, 2001 as presented and
waive the full reading thereof. VOICE VOTE. Motion carried.
5. CONSENT AGENDA:
Items on the Consent Agenda were routine in nature and enacted in one
motion. Trustee Savino requested removal of Agenda Item C.2. Change
Orders #1, #3 and #4- Library Project and Agenda Item C.3. Change Orders #1,
#2 and #3- Municipal Complex Project for discussion.
A. APPROVAL OF BILLS - $495,121.84 (TOTAL)
B. APPROVAL OF PAYROLL FOR PAY PERIOD ENDING
APRIL 28 2001 - $559,664.40 (TOTAL)
C. APPROVAL OF CHANGE ORDERS:
1) CHANGE ORDER #6 - BATH & TENNIS CLUBHOUSE
RENOVATION AND EXPANSION
2) CHANGE ORDERS #1, #3 AND #4 - LIBRARY PROJECT
3) CHANGE ORDERS #1, #2 AND #3 -MUNICIPAL COMPLEX
PROJECT
D. APPROVAL OF PAYOUTS:
1) JAMES J BENES & ASSOCIATES, INC. - PAYOUT #9 - 2001
PAVING PROJECT - $12,276.11
2) HARBOUR CONTRACTORS, INC. - PAYOUT #3 -
MUNICIPAL COMPLEX PROJECT - $220,811.90
VILLAGE OF OAK BROOK Minutes Page 3 of 10 May 8, 2001
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MINUTES:
BOT 04/24/01
APPROVAL:
BILLS -
$495,121.84
PAYROLL -
$559,664.40
B &T
EXPANSION
LIBRARY PRJ
MUNCPL
CMPLX PRJ
'01 PAV PRJ
MUNCPL
CMPLX PRJ
5. E. APPROVAL OF REFERRALS:
1) KOSOWSKI - (909 MERRY LANE) - VARIATION FRONT
YARD SETBACK - REFER TO ZONING BOARD OF APPEALS
MEETING OF JUNE 5, 2001
F. APPROVAL OF AUTHORIZATION TO SEEK BIDS OR
PROPOSALS: None.
G. ACCEPT AND PLACE ON FILE - 2000 COMPREHENSIVE
ANNUAL FINANCIAL REPORT AND MANAGEMENT LETTER
H. APPROVAL OF REQUEST FOR RELEASE OF FUNDS - OAK
BROOK HOTEL CONVENTION AND VISITORS COMMITTEE -
20% OF 2001 FIRST QUARTER HOTEL TAX RECEIPTS TO THE
DUPAGE CONVENTION & VISITORS BUREAU - $14,041.73
Motion by Trustee Caleel, seconded by Trustee Butler, to approve the
Consent Agenda with Agenda Items C.2 and C.3. being removed.
ROLL CALL VOTE:
Ayes: 6 - Trustees Butler, Caleel, Craig, Korin, Miologos and
Savino.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
6. ITEMS REMOVED FROM CONSENT AGENDA:
Trustee Savino requested that Agenda Item 5. C. 2) Change Orders #l, #3 and
#4- Library Project be removed for discussion. He asked if a contingency fund
would be used for the increase in the contract amounts. Village Manager
Veitch explained that the contingency is available. The contract amount
changes only where there is a change in the scope of work. The contingency is
there for other items and may be used for this as well.
Motion by Trustee Savino, seconded by Trustee Caleel, to approve Agenda
Item 5. C. 2) Change Orders #1, #3 and #4 — Library Project and Agenda Item
5. C. 3) Change Orders #1, #2 and #3 — Municipal Complex Project as
presented. ROLL CALL VOTE:
Ayes: 6 — Trustees Butler, Caleel, Craig, Korin, Miologos and Savino.
Nays: 0 —None.
Absent: 0 —None.
VILLAGE OF OAK BROOK Minutes
Page 4 of 10 May 8, 2001
REFER - ZBA
VARIATION
909 MERRY IN
'00 ANNUAL
FIN REPORT
OBHCVC
'01 FIRST QTR
HOTEL TAX REC
DP CONV /VISTR
ITEMS REMOVED
C/O LIB PRJ
C/O MUN PRJ
7. ACTIVE AGENDA (Items for Final Action):
7. A. APPOINTMENTS
1) 2001 AUTUMN FESTIVAL COMMITTEE '01 AUTM FEST
Motion by Trustee Caleel, seconded by Trustee Butler, to concur with
the recommendation of President Bushy to appoint Christy Cushing to
fill the Resident At -Large vacancy on the 2001 Autumn Festival
Committee (replaces Susan Santefort who resigned). VOICE VOTE.
Motion carried.
7. B. ORDINANCES & RESOLUTIONS:
1) RESOLUTION #2001 -AP -R -776, A RESOLUTION OF RES #01 -AP-
APPRECIATION - WILLIAM E. KENNY R -776
W.E. KENNY
Motion by Trustee Caleel, seconded by Trustee Savino, to adopt
Resolution #2001 -AP -R -776, "A Resolution of Appreciation for
William E. Kenny," as presented. VOICE VOTE. Motion carried.
7. 2) RESOLUTION #2001 -AP -R -777, A RESOLUTION OF RES #01 -AP-
APPRECIATION - GERALD O. MCINERNEY R -777
G.O.McINERNEY
Motion by Trustee Caleel, seconded by Trustee Savino, to adopt
Resolution #2001 -AP -R -777, "A Resolution of Appreciation for Gerald
O. McInerney," as presented. VOICE VOTE. Motion carried.
7. 3) ORDINANCE #2001- ZO -SU -S -991, AN ORDINANCE
GRANTING A SPECIAL USE FOR OUTDOOR DINING
AREAS ADJACENT TO RESTAURANTS (MON AMI GABI,
260 OAKBROOK CENTER)
The Village Attorney has drafted Ordinance #200 1 -ZO-SU-S-99 1, "An
Ordinance Granting a Special Use for Outdoor Dining Areas Adjacent
to Restaurants (Mon Ami Gabi, 260 Oakbrook Center) ", which grants a
special use permit for the property located at 260 Oakbrook Center,
subject to the conditions set forth in Section 3 of the ordinance.
Motion by Trustee Savino, seconded by Trustee Caleel, to approve
Ordinance #2001- ZO -SU -S -991, "An Ordinance Granting a Special
Use for Outdoor Dining Areas Adjacent to Restaurants (Mon Ami
Gabi, 260 Oakbrook Center) ", as presented and waive the full reading
thereof.
VILLAGE OF OAK BROOK Minutes
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Page 5 of 10 May 8, 2001
ORD #01 -ZO-
SU -S -991
OUTDR DINING
(260 OB CTR)
7. B. 3)
ROLL CALL VOTE:
Ayes: 6 - Trustees Butler, Caleel, Craig, Korin, Miologos and
Savino.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
7. C. AWARD OF CONTRACTS:
1) JANITORIAL SERVICES JANITOR SERV
The Village Board, at its April 24, 2001 meeting authorized staff to
negotiate a one -year contract with Total Building Service to perform
janitorial services for the Library, Village Hall, Public Works, Fire
Station #1 (administrative offices) and the Golf Course locations. The
negotiated pricing reflects an increase of approximately ten percent
over existing pricing, which has been unchanged since the three -year
contract was awarded in 1998. Sufficient funds have been budgeted in
various programs to cover this work.
Motion by Trustee Miologos, seconded by Trustee Caleel, to approve a
one -year negotiated contract with: Total Building Service, Inc, 340
Bennett Road, Elk Grove, Illinois 60007, for a monthly price of
$4,905.00 for janitorial services at the Library, Village Hall, Public
Works, Fire Station #1 (administrative offices) and the Golf Course.
ROLL CALL VOTE:
Ayes: 6 - Trustees Butler, Caleel, Craig, Korin, Miologos and
Savino.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
7. 2) OAK BROOK HOTEL, CONVENTION AND VISITORS OBHVBV
COMMITTEE - IMPLEMENTATION OF REMAINING '01 MKTG
COMPONENTS OF 2001 MARKETING CAMPAIGN cAMPGN
On March 27, 2001, and upon the recommendation of the Hotel,
Convention & Visitors Committee, the Village Board approved certain
components of the 2001 marketing campaign totaling $248,152. As
indicated in the staff report presented to the Board at that time, the
Committee directed the Marketing Subcommittee to work with
BVK/McDonald to re- evaluate the Internet components of the proposed
campaign. The re- evaluation was to result in a second recommendation
VILLAGE OF OAK BROOK Minutes
Page 6 of 10 May 8, 2001
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C. 2.
concerning the expenditure of the remaining $50,048 of the total 2001
appropriation ($298,200) for the 2001 Marketing Campaign.
At their May 3, 2001 regular meeting, the Hotel, Convention & Visitors
Committee recommended that the Village Board approve the remaining
components of the 2001 marketing campaign totaling $50,048. The
two remaining components include additional ad placements in the
Milwaukee Journal Sentinel, Indianapolis Star and Midwest Living's
Travel Planner Section ($35,478); and simple site concept and redesign
of the existing oakbrookhotels.com web -site ($14,570). The web -site
redesign consists of updating visuals and reworking the site design,
developing and coding of keywords to be used for various search
engines, full submission to major Internet search engines and
directories, and periodic visual and content updates to match
promotional direct mail and advertising programs.
Motion by Trustee Butler, seconded by Trustee Savino, that the Village
Board approve certain components of the 2001 marketing campaign
totaling $50,048, and authorize the Village Manager to execute the
necessary agreements after review by the Village Attorney.
ROLL CALL VOTE:
Ayes: 6 - Trustees Butler, Caleel, Craig, Korin, Miologos and
Savino.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
President Bushy explained that these funds are not generated from the
General Fund, but the revenue is from room taxes levied by the request
of the four hotels, which are a part of this marketing group. All four
hotels are represented on this Committee including one resident, a
representative from the shopping center and Oak Brook Association of
Commerce and Industry and staffed by the Assistant Village Manager
Crotty. All of the room tax revenue is overseen by this committee and
used for promotional activities for these hotels. Only a one percent
room tax is charged which is the lowest in the area and it has provided
a tremendous amount of additional advertising opportunities for them.
8. INFORMATION & UPDATES: INFO &
UPDATES
A. VILLAGE PRESIDENT VLLG PRES
President Bushy noted Smart growth has been touted recently. The
DuPage Mayors and Managers Conference has provided a Smart
VILLAGE OF OAK BROOK Minutes Page 7 of 10 May 8, 2001
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growth brochure for interested persons in zoning and development
work.
The Conference discusses what sensible growth could be in DuPage
County. Contact the Village or e -mail the Village on our website for a
copy.
The State of Illinois, Department of Health, has sent each mayor in the
State information relating to women's health issues. There is additional
information for women that is available on such topics as domestic
violence with confidentiality if assistance is needed.
8. B. VILLAGE MANAGER: VLLG MGR
Village Manager Veitch explained that on Monday, May 21, 2001 the
Committee -of- the -Whole will discuss potential Village Board
objectives for 2002. Staff is anxious for suggestions from the Board
relative to the agenda. The first draft of that agenda will be circulated
to the Board this Friday if any wish to add subjects. The final version
of the agenda will be circulated next Friday. President Bushy
encouraged any residents who may have something they wish the
Board to discuss or offer for consideration to please contact the Village
or email comments.
9. DEPARTMENTAL REPORTS- LIAISON ASSIGNMENTS:
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.
VILLAGE OF OAK BROOK Minutes
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Page 8of10
Trustee Savino
Trustee Craig
Trustee Korin
Trustee Caleel
Trustee Miologos
Trustee Butler
Dep.Clerk Furman
May 8, 2001
DEPT. RPTS
10. UNFINISHED AND NEW BUSINESS (Final Action Not Anticipated):
A. RECOMMENDATION - DUPAGE MAYORS AND MANAGERS REC - DP MYR
CONFERENCE - (1220 OAK BROOK ROAD) - PLAT OF & MGRS CONF
CONSOLIDATION PLAT CONSOL
The Plan Commission at its meeting on April 16, 2001, by a vote of 6
to 0, recommended approval of this 2 -lot plat of consolidation. This
request submitted by the Village of Oak Brook, consolidates the
existing 1220 Oak Brook Road parcel with Lot 82 of the Forest Gate
Subdivision to create a single parcel of .918 acres and is required for
the sale of the property to the DuPage Mayors and Managers
Conference. Once approved, the Conference is proposing an expansion
of the existing building and parking lot in accordance with the amended
special use (S -989) approved on March 27, 2001. In making this
motion, the Commission included the condition that several minor
drafting changes be made to the final plat.
Motion by Trustee Savino, seconded by Trustee Caleel, to authorize the
Village Attorney to draft the necessary resolution for final
consideration at the Village Board May 22, 2001 meeting.
Trustee Korin requested that this agenda item be tabled until the next
Village Board meeting for additional time to review this matter further.
Trustee Miologos concurred with Trustee Korin as the property is an
asset to the Village. She suggested contacting residents to see if they
agree in the selling of this Village property. She wished to review the
legal implications if she voted no on this matter and to discuss this
subject at the next Committee -of- the -Whole meeting.
Motion by Trustee Miologos, seconded by Trustee Korin, to table this
agenda item to the next Village Board meeting.. VOICE VOTE:
Motion carried.
11. OTHER BUSINESS PERTAINING TO VILLAGE OPERATIONS:
Trustee Korin noted that at the last Village Board meeting, the Board approved
getting bids for landscaping at the exit and entrance ramps on Route 83 and
31St Street. She wished to discuss Brook Forest Homeowner President
Angelillo's request for Village assistance in funding reforestations areas along
the Midwest Road expansion adjacent to the Brook Forest subdivision.
Trustee Savino remarked that there is $40,000 available in the forestry
program for improvements along Route 83 and 3ISt Street, a four -phase
VILLAGE OF OAK BROOK Minutes
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project. Public Works Director Meranda confirmed that $40,000 in the
forestry program has been allocated to the Route 83 project. There are other
funds available. Trustee Savino explained that this Village Board worked very
hard to protect some of the area along Midwest Road and that Brook Forest
residents had the road moved which caused loss of more trees. The Village
explained to them that if the road had been left where it was originally planned,
many of the trees would have been preserved. Should the Village now go and
replace those trees when they tried unsuccessfully before?
Village Manager Veitch explained that DuPage County does not design into
their plans any tree planting or landscaping. Upon completion of a project,
they assess where the needs and opportunities are for tree planting and some
reforestation. Village Manager Veitch indicated that the Village would have
the ability to supplement this also. Trustee Miologos requested that the Village
consider more tree plantings in Oak Brook as residents want more
beautification in our community.
12. ADJOURNMENT
Motion by Trustee Savino, seconded by Trustee Caleel, to adjourn the meeting
at 8:54 p.m. VOICE VOTE: Motion carried.
9 °0
inda K. Gonnella,
Village Clerk
BOT- 050801
VILLAGE OF OAK BROOK Minutes
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