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Minutes - 05/09/2000 - Board of Trustees1. 2 t, Ej VILLAGE OF OAK BROOK Minutes May 9, 2000 UNOFFICIAL UNTIL APPROVED AS WRITTEN x OR AS AMENDED BY VILLAGE BOARD ON May 23, 2000 . 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 7:30 p.m. Pledge of Allegiance was given. ROLL CALL: ROLL CALL The Deputy 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; Dale L. Durfey, Jr., Village Engineer; Debra J. Jarvis, Fire Chief; Robert L. Kallien, Jr., Community Development Director; Darrell J. Langlois, Finance Director; Richard A. Martens, Village Attorney; Bonnie Sartore, Bath & Tennis Club Manager; David Gray, Consultant with RSM McGladrey and student Jeff McNamara of Hinsdale Central High School. ANNOUNCEMENTS AND OPEN FORUM: No one appeared. ANNOUNCE & OPEN FORUM President Bushy introduced Jeff McNamara, a senior at Hinsdale Central High School, who is attending tonight's meeting as part of an assignment to understand community government for his local government class APPROVAL OF MINUTES: MINUTES BOT 04/11/00 Motion by Trustee McInerney, seconded by Trustee Caleel, to approve the minutes of the Regular Board of Trustees Meeting of April 11, 2000 as presented and waive the full reading thereof. VOICE VOTE: Motion carried. BOT 04/25/00 Motion by Trustee McInerney, seconded by Trustee Caleel, to approve the Regular Board of Trustees Meeting of April 25, 2000 as presented and waive the full reading thereof. VILLAGE OF OAK BROOK Minutes / Page 1 of 13 May 9, 2000 5. President Bushy requested a clarification to the meeting minutes of April 25, 2000 (p. 6). She indicated that she is a member of the Metropolitan Mayors Caucus and a member of the Economic Development Task Force. She met with both of these groups. Motion by Trustee McInerney to approve the minutes with the amendment. Trustee Caleel seconded the motion. VOICE VOTE: Motion carried. 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 Savino, 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. A. APPROVAL OF BILLS: Approved Omnibus Vote. B. APPROVAL OF PAYROLL FOR PAY PERIOD ENDING APRIL 29, 2000: Approved Omnibus Vote. C. CHANGE ORDERS: None. D. PAYOUTS: 1) PATRICK ENGINEERING INC. - PAYOUT #6 - TIMBER TRAILS /MERRY LANE DRAINAGE STUDY - $7,740.00: Approved Omnibus Vote. 2) JAMES J. BENES & ASSOCIATES INC. - PAYOUT #18 - 1999 PAVING PROJECT - $295.29: Approved Omnibus Vote. 3) JAMES J. BENES & ASSOCIATES INC. - PAYOUT #7 - 2000 PAVING PROJECT - $13,783.15: Approved Omnibus Vote. APPROVAL OF: BILLS - $492,200.58 PAYROLL - $397,318.30 TIMBER TR/ MERRY LN DRAIN STUDY '99 PAVING PROJECT 2000 PAVING PROJECT 4) FIALA PAVING COMPANY INC. - PAYOUT #1 - 2000 2000 PAVING PAVING PROJECT MFT PORTION - $203,477.44: Approved PROJECT Omnibus Vote. MFI PORTION VILLAGE OF OAK BROOK Minutes Page 2 of 13 May 9, 2000 E. REFERRALS: 1) ROMANELLI'S SUBDIVISION (3121 YORK ROAD) - ROMANELLI PRELIMINARY AND FINAL PLAT OF SUBDIVISION - TWO - 3121 YORK RD LOT SUBDIVISION - REFER TO PLAN COMMISSION PRELIM & MEETING ON MAY 15, 2000: Approved Omnibus Vote. FINAL PLAT 2 -LOT SUBDIV F. AUTHORIZATION TO SEEK BIDS OR PROPOSALS: 1) PLUMBING INSPECTION SERVICES: Approved Omnibus PLUMBING Vote. INSPEC. SERV. G. PURCHASE OF MOTOR FUELS: Approved Omnibus Vote. PURHCIIASE MOTOR FUELS H. REQUEST FOR RELEASE OF FUNDS OF OAK BROOK HOTEL, OBHCVC - 20% CONVENTION & VISITORS COMMITTEE - 20% OF 2000 FIRST 2000 11T QTR. QUARTER HOTEL TAX RECEIPTS TO THE DUPAGE HOTEL TAX CONVENTION & VISITORS BUREAU - $13,791.45: Approved Omnibus Vote. 6. ITEMS REMOVED FROM OMNIBUS AGENDA: None. 7. ACTIVE AGENDA (Items for Final Action A. APPOINTMENTS: None. B. ORDINANCES & RESOLUTIONS: ORD 2000 -ZO- 1) ORDINANCE 2000- ZO- SU -FP -S -964, AN ORDINANCE SU -FP -S -964 GRANTING A FLOOD PLAIN SPECIAL USE PERMIT SPEC USE - PURSUANT TO SECTION 10 -34 OF THE CODE OF FLOOD PLAIN ORDINANCES OF THE VILLAGE OF OAK BROOK, ILLINOIS 9 NATOMA DR (9 NATOMA DRIVE, OAK BROOK, IL 60523): Ordinance 2000- ZO- SU -FP -S -964, "An Ordinance Granting a Flood Plain Special Use Permit Pursuant to Section 10 -34 of The Code of Ordinances of the Village of Oak Brook, Illinois (9 Natoma Drive, Oak Brook, IL 60523)," grants a flood plain special use permit allowing construction of a foot bridge and accessory structure ( "recreational folly ") on the property commonly known as 9 Natoma Drive. This special use permit is subject to the conditions set forth in Section 3 of the ordinance. Subparagraph (7) of Section 3 that the owner has 120 days to obtain permits and complete construction for this project. This time period allows the applicant not only the 60 days for construction VILLAGE OF OAK BROOK Minutes L16_ Page 3 of 13 May 9, 2000 recommended by the hearing bodies, but also an additional 60 days to obtain any permits or other studies necessary to complete the project. Motion by Trustee Savino, seconded by Trustee Kenny, to approve Ordinance 2000- ZO- SU -FP -S -964, "An Ordinance Granting a Flood Plain Special Use Permit Pursuant to Section 10 -34 of The Code of Ordinances of the Village of Oak Brook, Illinois (9 Natoma Drive, Oak Brook, IL 60523)" 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. 2) ORDINANCE 2000 - ZO - V - DU - SWM + FP - S - 965. ORDINANCE GRANTING A VARIANCE FROM DUPAGE COUNTY COUNTYWIDE STORMWATER FLOOD PLAIN ORDINANCE (9 NATOMA DRIVE, BROOK, IL 60523): AN ORD 2000 -ZO -V- THE DU- SWM+FP- AND S- 965:VARIANCE OAK STORMWATER & FLOOD PLAIN 9 NATOMA DR Ordinance 2000- ZO -V -DU- SWM +FP -S -965, "An Ordinance Granting a Variance from the DuPage County Countywde Stormwater and Flood Plain Ordinance (9 Natoma Drive, Oak Brook, IL 60523)," grants a variance from the County Stormwater Ordinance to permit an accessory structure ( "recreational folly ") on the property commonly known as 9 Natoma Drive. This variance is subject to the conditions set forth in Section 3 of the ordinance. Subparagraph (4) of Section 3 provides that the owner has 120 days to obtain permits and complete construction for this project. This time period allows the applicant not only the 60 days for construction recommended by the hearing bodies, but also an additional 60 days to obtain any permits or other studies necessary to complete the project. Motion by Trustee Savino, seconded by Trustee McInerney, to approve Ordinance ZO- V- DU- SWM +FP -S -965, "An Ordinance Granting a Variance from the DuPage County Countywide Stormwater and Flood Plain Ordinance (9 Natoma Drive, Oak Brook, IL 60523)" 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. VILLAGE OF OAK BROOK Minutes "cam Page 4of13 May 9, 2000 C. AWARD OF CONTRACTS: 1) REQUEST FOR PURCHASE - STATE OF ILLINOIS JOINT PURCHASING - COMMAND VEHICLE - FIRE DEPARTMENT: Pursuant to the provisions of Section 2 -182 of the Code of Ordinances and Compiled Statues, the Village is permitted to join with other governmental units in order to benefit from cooperative purchasing arrangements. The Command Vehicle is used primarily for communication, accountability and the administrative aspects of handling an emergency situation. The Shift Commander will use the vehicle and will allow for a quicker response time to the scene. The Commander can then work in the Command Post provided in the vehicle and set up Incident Command. Our vehicle will also have towing capability. It will be used as a back up vehicle if needed to tow the TRS trailer or the Zodiac boat. Funds in the amount of $40,000 are budgeted in the Rescue and Fire Operations Program (Account 721- 7820) for this purchase. Fire Chief Jarvis commented that the reason for the purchase of this additional vehicle to their fleet, is to allow the Shift Commander the mobility to supervise crews when they are out on the fire - ground. It will also be used for non - emergency purposes, such as when a Shift Commander needs to gather with the crewmembers. She explained that the Shift Commander may often function as a Lieutenant, as opposed to a Captain, and therefore is tied to an engine. She added that there are many times that the Shift Commander cannot respond to significant incidents because they are tied to one of the engines due to staffing. She explained that the Shift Commander should be responding to all serious incidents and assuming command of the incident. Fire Chief Jarvis also provided additional information regarding the specifications of this purchase as requested by Trustee Caleel. Motion by Trustee Kenny, seconded by Trustee Caleel, that a purchase order be awarded to: Landmark Ford, Inc. 1800 South Dirksen Parkway, Springfield, IL 62703, for the purchase of one 2000 Ford Expedition in the amount of $29,985.00. ROLL CALL VOTE: Ayes: 6 - Trustees Butler, Caleel, Craig, Kenny, McInerney and Savino. Nays: 0 - None. Absent: 0 - None. Motion carried. VILLAGE OF OAK BROOK Minutes Page 5 of 13 STATE JOINT PURCHASE - FIRE VEHICLE May 9, 2000 2) BATH & TENNIS CLUBHOUSE EXPANSION - FINAL B & T CLUB DESIGN AND CONSTRUCTION SERVICES: EXPANSION DSGN & CONST The Village Board concurred to place agenda item 7.C.2 after the discussion of agenda item 10.A. D. ACCEPTANCE OF ACTUARIAL REPORTS - POLICE AND ACUARIALS FIREFIGHTERS' PENSION FUNDS AND APPROVAL OF THE POL & FIRE 2000 VILLAGE CONTRIBUTION RATE TO POLICE AND PENSION & FIREFIGHTERS' PENSION FUNDS: VLLG CONT The Police Pension Fund was 105.3% funded as of December 31, 1999. Due primarily to lower investment returns on the fixed income portion of the investment portfolio and marginally larger salary adjustments than was assumed in the last actuarial study, the Fund's funded percentage decreased 4.5% from the funded percentage in the 1999 actuarial study. In spite of this decrease, the Police Pension Fund continues to be in excellent financial condition, well in excess of 100% funded. The actuary has recommended a Village contribution of 10.07% of payroll for 2000, an increase of 2.23% from the amount recommended in 1999. The increase is due primarily to a reduction in the amount of the credit the Village receives for being overfunded since the amount of the overfunding decreased in excess of $700,000 from the prior year. Due to the decrease in overfunding and with benefit increases currently being considered by the State, further reductions in the Village's contribution were not requested by the Police Pension Fund Board as was done in 1999. A contribution of 10% was assumed in the preparation of the 2000 budget. There were several significant changes which impacted the Firefighters' Pension fund in 1999. Some of the changes include the implementation of the collective bargaining agreement for firefighters, firefighter /paramedics, and fire lieutenants resulted in average salary increases of 14.2% in 1999 representing adjustments retroactive to January 1, 1996 for firefighters and January 1, 1998 for fire lieutenants. The Illinois Legislature approved increases in pension benefits in 1999. The most significant change increases the benefit accrual rate from 2.0% of salary to 2.5% for the 21St through 301h year of employment. Since this legislation is retroactive (anyone retiring in 1999 or thereafter is entitled to this increased benefit), most of the funding for this enhancement is the responsibility of the Village. It was agreed by the Firefighters' Pension Board that based on the history of the Fund and due to the new benefits effectively capping the amount of pension benefits at 30 years of service instead on 35 years (75% of final VILLAGE OF OAK BROOK Minutes Page 6 of 13 May 9, 2000 earnings), a reduction in the retirement assumption was in order. Thus, the table related to retirement age has been adjusted to stop at age 62. This aspect is the most significant impact of the 1999 legislation not taken into account by the Legislature. Due to the increases contained in the new collective bargaining agreement (3.2% in 2000 and 2001 and 3.3% in 2003) and due to the fact that many members are at top -of- grade, the annual average salary increase assumption was reduced from 5.5% to 5.0 %. This change has a positive impact on both the Village's liabilities and its contribution. As a result of these changes, the percentage funded decreased from 110.9% as of December 31, 1998 to 100.8% as of December 31, 1999. Expressed in dollar terms, the amount of the surplus decreased from $1,705,381 in 1998 to $152,311 in 1999. While these changes were dramatic, the Fund still remains in excess of 100% funded. The actuary has recommended a Village contribution of 16.53% of payroll for 2000, an increase of 7.80% from the amount recommended in 1999. The increase is due primarily to the benefit enhancements and a reduction in the credit the Village receives for being overfunded of approximately $108,000. A contribution of 16% was assumed in the preparation of the 2000 budget. The difference of .53% will be made up in other areas of the Fire Department Budget. Motion by Trustee Caleel, seconded by Trustee Butler, that the Village President and Board of Trustees accept the actuarial reports of the Police Pension Fund and Firefighters' Pension Fund and approve a Village contribution of 10.07% of payroll for police officers and 16.53% for firefighters retroactive to January 1, 2000. ROLL CALL VOTE: Ayes: 5 - Trustees Butler, Caleel, Craig, Kenny and Savino. Nays: 1 - Trustee McInerney. Absent: 0 - None. Motion carried. Trustee Kenny inquired that since the actuary report projects that the Police Pension fund will be overfunded by 5.3 %, why wasn't the Village's reduction lower in order to alleviate a surplus. Village Treasurer Langlois explained that the biggest reason was the potential for benefit increases, similar to what was given for the Firefighters' Pension Funds. The amount that the Firefighters' Pension Fund was reduced due to their benefit package, also reduced much of their overfunding. The overfunding in the Police Pension Fund will be used to compensate for the increased benefits package that will be VILLAGE OF OAK BROOK Minutes l Page 7of13 May 9, 2000 needed when legislation is approved in Springfield; likely to be next session. He explained that the Village is receiving some benefit for being overfunded with the Police Pension Fund and some for the Firefighters' Pension Fund. He indicated that last year the Village received the benefit on the interest earnings in the form of a reduction. With the Police Pension Fund, the Village is still receiving a substantial credit for being overfunded, when the new benefit package was enacted for the Firefighters' Pension Funds, it reduced the balance in that fund. President Bushy clarified that municipal pension funds operate differently than a private pension fund. The assumption is that a municipality will always exist. The structure of these funds is referred to as "last -man, last -day, last - dollar." This means that when the Village hires an employee who becomes vested in the municipal pension fund and is able to collect benefits then the Village is responsible to meet this obligation. When reference is made to "100% funded," this indicates that the "last -man" surviving to his "last -day" is eligible for every "last- dollar" due. She indicated that the Village has their own actuarial report done for accuracy and for specificity relating to the Village of Oak Brook. She further clarified that the municipal employees' contribution is established by State Statute with the Village funding the remainder of the pension. She credited past Village Boards for their commitment to funding these pensions even during years when it was financially difficult to meet this obligation. As a result both pension funds are now 100% funded. It also provided employees the comfort in knowing that the assets would be available when they would be eligible to receive their benefits. She commented that if there was a shortfall in these pension funds, the law states that residents of the village would be obligated to make up the difference. She noted that the village has not had to tax for this issue. Trustee McInerney pointed out the dollar impact on the size of the Village of Oak Brook in comparison to neighboring communities that have a relatively small percentage of pensioners from sworn positions. He indicated that they foresee a decrease in one fund of $1,000,000 and the cost to the municipalities was understated when the legislation was passed last year. 8. INFORMATION & UPDATES: A. VILLAGE PRESIDENT: INFO & UPDATE VLLG PRES - President Bushy indicated that the e- commerce /internet sales -tax bill is moving swiftly through Congress and that a visit to Washington, D.C. VILLAGE OF OAK BROOK Minutes Page 8 of 13 May 9, 2000 by her and Village Manager Veitch may not be productive. She indicated that she has been invited to a breakfast with Representative Hyde and has attempted to contact Representative Biggert and will collaborate with them on what may be the most beneficial approach for Oak Brook regarding issues concerning internet sales -tax. B. VILLAGE MANAGER: Village Manager Veitch reported that a bill which would extend the existing moratorium on internet taxation by an additional five -years is expected to be considered by the U.S. House of Representatives next week. The bill was passed out of committee last week by a substantial bipartisan majority vote. He commented that the resolution passed at the April 25, 2000 Board of Trustees Meeting pertaining to retail sales tax on the internet, which was provided to representatives in Washington, D.C. and the Village of Oak Brook, has received some responses. The Village Manager reported that at the May 22, 2000 Committee -of- the -Whole Meeting, the Board of Trustees will review their 2001 objectives. He welcomed input to the agenda and invited residents to attend and participate in this discussion. He indicated that the results from the annual Citizen's Survey were compiled and the report, which has been provided to the Board of Trustees, was a good source to use in aiding them with their objectives. Village Manager Veitch reminded the Board that at their March 14, 2000 meeting he reported briefly regarding an arrangement with the city of Oakbrook Terrace. The arrangement is in regards to the Village of Oak Brook temporarily acting as a conduit to pass water from the DuPage Water Commission through the Village of Oak Brook's water system at TransAm Plaza Drive. He indicated that this arrangement is moving along and that the three agreements will be presented at the May 23, 2000 Board of Trustees Meeting for consideration. 9. DEPARTMENTAL REPORTS - LIAISON ASSIGNMENTS: 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 VILLAGE OF OAK BROOK Minutes l Page 9of13 VLLG MGR - DEPT REPORTS May 9, 2000 Departmental Reports were discussed and accepted. 10. UNFINISHED AND NEW BUSINESS (Final Action Not Anticipated): A. BATH & TENNIS CLUBHOUSE EXPANSION FEASIBILITY B & T CLUB STUDY - DISCUSSION: FEASIBILITY STUDY The two major building projects at the Sports Core, the Golf clubhouse expansion and Bath and Tennis Club clubhouse expansion, were first included in the 1997 -2001 Five -Year financial Plan at a cost of $840,000 and $675,000, respectively. At that time, it was assumed that the two one -time revenue sources (the sale of the Westchester Park land and the proceeds form the sale of the 315` Street right -of -way) would be sufficient to fund both projects and would not involve the issuance of debt. The scope of work on both projects, however, increased over time. The actual cost of the golf clubhouse expansion at $1.3 million will exhaust most of proceeds from the sale of the Westchester Park land. This allows only $837,6000 from the sale of right -of -way available for the Bath and Tennis clubhouse project, which is now budgeted at $1.65 million. President Bushy reported that the Village Board of Trustees had asked for an independent review of the options and opportunities available if the Village of Oak Brook is to proceed with the Bath & Tennis clubhouse expansion project. She commented that the report indicated that the approved facility may offer benefits which are not easily measurable and have been excluded from the analysis. For example, the renovation would provide accommodations for two simultaneous events. Currently, they can only provide accommodations for one event and it is unknown how many events they have had to forgo due to the lack of space. Village Manager Veitch indicated that the principal challenge that the report provides to the Board of Trustees is the servicing by the Sports Core fund of the debt that is already incurred in connection with the irrigation system project. Also, to consider is the debt which could incur with respect to the expansion being over the anticipated revenue from the sale of the 31" Street right -of -way. He commented that the Golf Clubhouse expansion project is to be paid by the proceeds from sales of surplus real estate in Westchester Park. The challenge presented is how those obligations may be serviced along with the current obligations that the Sports Core fund has to the General Fund. He indicated that they would also be challenged to control the cost of the project and to carefully plan and structure the repayment of these obligations in a way that the fund can handle. He also indicated that assumptions in the report provide a very conservative view in regards to the number of events and their average attendance. It would appear, given the conservative assumptions, that VILLAGE OF OAK BROOK Minutes Page 10 of 13 May 9, 2000 the Food and Beverage operation may be able to support the debt on the clubhouse expansion. Trustee Caleel commented that the revenue projections presented are reasonable. He noted that he was concerned with the capital cost and how they would be repaid. Village Manager Veitch stated that they prepared a first edition of comprehensive sources and uses analysis for all building projects as requested by the Board. He indicated that this would undergo some updating and revisions with respect to cost and sources of funds. Trustee Caleel remarked that the Board has undertaken many "catch -up" capital projects that were neglected in the past. He is hopeful that they are nearing the end and that all would be brought up to date. Trustee McInerney commented that the Bath & Tennis clubhouse area is very attractive, yet the structure was in a state of disrepair and that the Board had a fiduciary responsibility to carry on these types of operations. He mentioned that these capital projects have to be built properly and require an investment to do so that will bring the facilities in compliance of our Village Code. He stated that when an investment is made in a facility and marketed properly, the operation will produce revenues. Trustee Kenny inquired if the Village was close to completing infrastructure projects and if the utility tax proceeds, which has been appropriated for infrastructure projects, could be used to assist in the funding of the Bath & Tennis clubhouse expansion project. Village Manager Veitch indicated that although this was not reflected in the financial plans at this time, it is something that the Board of Trustees could legally entertain. He added that although they are nearing the end of the infrastructure projects (roadway improvements), there is still ongoing maintenance cost. He indicated that the utility tax proceeds pays for maintenance and improvement of the general public infrastructure at the Sports Core. Finance Director Langlois reported that the utility tax proceeds provides approximately $1,000,000 and the telecommunications tax is about the same amount. Trustee Savino indicated that he would not be comfortable with using general funds for a capital project at the Bath & Tennis clubhouse, but with using them on general infrastructure at the Sports Core. He remarked that he is VILLAGE OF OAK BROOK Minutes Page 11 of 13 May 9, 2000 comfortable with the use of utility tax revenue to assist in funding municipal building projects, but feels that the Sports Core is a separate entity and should be operated on a break -even or for - profit basis. President Bushy indicated that the clubhouse is available to use by any resident regardless if they are members or not. The use of the tennis courts and pool facilities are for the use of members. Trustee Caleel indicated that the Bath & Tennis clubhouse is an amenity of the Village and does not see this as a separate entity. He indicated that the Board's challenge is to fund this development, to use good judgement without jeopardizing the General Fund in terms of the Five -Year Plan and to ensure that they have a six -month operating fund balance at all times. He mentioned that they must act cautiously with the concerns of the possible reduction in the Village's financial resources due to internet sales and lost retail tax revenue. He stated that although the revenue projections in the report are very conservative, he feels that this project needs to proceed. He commented that postponing this project would be more costly in the future. Trustee Craig indicated that he agrees with Trustee Caleel and the Village needs to accommodate patrons looking for an establishment at which to hold their event. The Village Board accepted the Bath & Tennis Clubhouse Expansion Feasibility Study in draft form and requested a final report. 7. C. AWARD OF CONTRACTS (continued 2) BATH & TENNIS CLUBHOUSE EXPANSION - FINAL B & T CLUB DESIGN AND CONSTRUCTION SERVICES: EXPANSION DSGN & CONST The Village Board, at its meeting of April 11, 2000, directed staff to negotiate a contract with Larson, Kramer & Associates for final design and construction services based on the preliminary design reviewed at that meeting. The scope of services, compensation and project schedule include design development working drawings, bidding/negotiation and construction administration phases. The current construction estimate is $1,292,550. The total project cost, including contingency, utility charges, computer systems, PA system, security system and pathways is $1,551,550. The proposed architectural fee of $125,000 (8% of the total project cost) is slightly less than the estimated fee reviewed by the Board on April 11th and is VILLAGE OF OAK BROOK Minutes Page 12 of 13 May 9, 2000 appropriate for the work required. Funds for this project are included in the Sports Core Improvements Program (52 -841). Motion by Trustee McInerney, seconded by Trustee Savino, that the Village award a contract to: Larson, Kramer & Associates, Inc., 701 N. York Road, Hinsdale, Illinois, 60521, in the not -to- exceed amount of $125,000 for final design and construction services for the Bath & Tennis Club renovation project. ROLL CALL VOTE: Ayes: 6 - Trustees Butler, Caleel, Craig, Kenny, McInerney and Savino. Nays: 0 - None. Absent: 0 - None. Motion carried. 11. OTHER BUSINESS PERTAINING TO VILLAGE OPERATIONS: None. 12. ADJOURNMENT: ADJOURN Motion by Trustee Caleel, seconded by Trustee Craig, to adjourn the meeting at 9:20 p.m. VOICE VOTE. Motion carried. ATTEST: Linda K. Gonnella, CMC /AAE Village Clerk BOT- 050900 VILLAGE OF OAK BROOK Minutes Page 13 of 13 May 9, 2000