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Minutes - 05/22/2010 - Board of TrusteesMINUTES OF THE MAY 22, 2010 SPECIAL MEETING OF THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF OAK BROOK APPROVED AS WRITTEN ON SEPTEMBER 14, 2010. CALL TO ORDER The Special Meeting of the Village Board of Trustees was called to order by President John W. Craig at the Village of Oak Brook Library at 9:44 a.m. The Pledge of Allegiance was given. 2. ROLL CALL Village Clerk Charlotte Pruss called the roll with the following persons: PRESENT: President John W. Craig, Trustees James Carson, Mark Moy, Gerald Wolin and Elaine Zannis. ABSENT: Trustees Stelios Aktipis and Moin Saiyed. IN ATTENDANCE: David Niemeyer, Village Manager; Blaine Wing, Assistant Village Manager; Robert L. Kallien, Jr., Director of Community Development; Tom McEllin, Fire Chief, Sue Madorin, Acting Library Director; Thomas Sheahan, Police Chief, and Michael Hullihan, Public Works Director. 3. RESIDENTNISITOR COMMENTS — None 4. HOMEOWNERS ASSOCIATION PRESIDENTS OPEN MEETING FORUM The following topics were discussed: Village Financial Update Finance Director Sharon Dangles gave a brief overview of Village's financial status and the cost saving measures that have taken place so far this year to reduce expenditures. A resident asked when the franchise agreement with Comcast expires and if the Village does an internal audit of all the accounts. Manager Niemeyer stated the franchise agreement expires in 20 years and we have an external Auditing Firm to conduct the audit process. A resident also stated that there are firms who conduct audits of utilities. West 22nd Street Widening Manager David Niemeyer stated that the 22 d Street Widening Project will begin July or August of this year. The widening project includes installing a street signal at the Costco location. Manager Niemeyer also stated that the Village is in negotiations with the Illinois Department of Transportation regarding the Village's financial share of the project. Public Works Director Michael Hullihan stated the bids for the project came in 32% below the engineer's estimate. A resident asked if Costco is the highest sales tax generator in the Village. Manager Niemeyer stated it is the second highest sales tax generator. Another resident stated that he does not think that Costco would relocate. Another resident asked if the Village has a role in inspecting the work of the lowest bidder and change orders. Manager Niemeyer answered no since it is a State of Illinois IDOT project. Discussion ensued. VILLAGE OF OAK BROOK MINUTES Page I of 4 SPECIAL MEETING OF May 22,20 10 New Economic Development Programs and New Business Update Manager David Niemeyer stated that the Board approved a revised sign ordinance that directly led to the relocation of Rasmussen College to Oak Brook. He also stated that the Village is working with the Chamber of Commerce on several programs to stimulate the economic development in Oak Brook. Community Development Director Robert Kallien discussed the various permit requests. He also stated that the Village has 20% more permit requests this year than last year. A resident asked questions regarding the Irgens Development. Another resident stated that General Growth is emerging out of bankruptcy. Discussion ensued. Gypsy Moth /Emerald Ash Borer — 2010 Program Update Public Works Director Michael Hullihan stated that the spraying program for Gypsy Moth has begun. The first spraying was applied on May 101h and the second will be applied on May 241h. He also stated that in order to control the infestation of the Emerald Ash Borer, and to prevent the spread to other trees, some ash trees had to be removed. Ten percent of parkway ash trees have been removed so far. A resident stated that rather than removing the ash trees in the Midwest Club, they treated them with chemicals for the past few years and it seems to be working. Another resident stated that it is the responsibility of the resident to maintain trees on their property, not the Village's responsibility. Discussion ensued. New Recycling Cart Program Assistant Village Manager Blaine Wing stated that the new recycling cart program has been implemented. He also stated that the Village received few calls regarding removing the cart or obtaining a smaller cart. The Village applied and received a grant for $60,000 to cover the cost of the carts and Allied Waste, our current hauler, donated the remainder of the cost. Sports Core Update Sports Core Director Trey Van Dyke handed out information on the Sports Core and Library Meeting Room and Rental Policies. He also discussed Golf Course operations and sales, soccer operations, tennis operations, swim team program, poolside cafe, polo, Highland Games, Taste of Oak Brook, an agreement with the Oak Brook Park District for discounted rates for Oak Brook residents, and debt owed to the general fund for the Bath & Tennis Clubhouse improvements and operations. A resident asked if there was any damage to the Golf Course due to recent storms. Trey Van Dyke stated no. Another resident stated that the Golf Course has been doing well in the last twelve years and wanted to know if out - sourcing of the Golf Clubhouse is still on the table. Manager Niemeyer stated that out - sourcing of Golf is not on the table and that staff is working on improving the non -golf side of the Sports Core. Another resident asked for an explanation of the debt service. Another resident stated that the Bath & Tennis Clubhouse should be in the positive in 2010 and that the internal debt services should be paid by these proceeds. Another resident stated that if the Sports Core made $2,000,000, why is there still money owed for the improvements made to the Bath & Tennis Clubhouse. Another resident stated that since we have a surplus of $200,000 a year, that money should be used to pay VILLAGE OF OAK BROOK MINUTES Page 2 of SPECIAL MEETING OF May 22, 2010 back the debt services. Another resident stated that the non - resident membership fee for the Sports Core should be higher since there are more non - residential members than residential members. Discussion ensued. Emergency Dispatching Options Village is reviewing Assistant Village Manager Blaine Wing discussed the different options the Village is reviewing for the consolidation of the Emergency Dispatch Center. He also stated that staff will make a recommendation at the next Board Meeting to supplement the full time staff at the Dispatch Center with contractual employees. Police Chief Tom Sheahan stated that the contractual employees will bring our Dispatch Center to full staffing levels. Building/Fire Code Changes Community Development Director Robert Kallien discussed the recommendations staff will be making to the Board regarding updating the Building and Fire Codes. He stated some of the recommendations will be fire sprinklers in new homes and a change to the electrical code for commercial residents. A resident asked if sprinklers are required for existing homes. Robert Kallien stated no. Another resident asked if there is a limit on the number of sheds a homeowner can have. Robert Kallien stated that he will have to look into that. Taste of Oak Brook Manager David Niemeyer stated the Taste of Oak Brook will be held on July 3`d. He stated one of the changes this year is supplying additional paid parking at different locations in Oak Brook because a bigger crowd is expected since many neighboring communities canceled their fireworks show. A resident asked if there will be any bicycle racks at the event. Trey Van Dyke stated there may be an extra rack that can be added by the beverage tent. Another resident stated that we need to promote the pride of Oak Brook and the Taste is a good way to start. Another resident asked if the Taste of Oak Brook is profitable to the Village. Trustee Zannis stated that is has not been in the past but this year the event should be a profitable event of roughly $30,000. Another resident stated that he would like to see lighting by the port-a- potties and a better sound system. Discussion ensued. Water Rates/DuPage Water Commission Manager David Niemeyer stated that the Village gets its water from Chicago through the DuPage Water Commission. He also stated that the DuPage Water Commission underestimated its reserve and had to implement a water rate increase to its customers. Legislation has been passed due to this mistake and will go into effect in 2016. Website /Other Technology Updates Assistant Village Manager Blaine Wing stated that the IT Department is working on a revised technology strategic plan. He also stated the updates to the Village website include a FOIA request system, emergency notification system sign up, and Gov Q &A. Upgrading the Village website will take place in fall or winter 2010. VILLAGE OF OAK BROOK MINUTES Page 3 of 4 SPECIAL MEETING OF May 22, 2010 Comments A resident wanted others to be aware that York Woods is addressing the tollway noise issue since the raising of the ramp by writing a letter to Board members and asking for a meeting with the Tollway Authority. Trustee Zannis asked all Home Owners Association Members for assistance in promoting Polo in Oak Brook. 5. ADJOURNMENT Motion by Trustee Moy, seconded by Trustee Carson, to adjourn the Special Meeting of the Board of Trustees at 11:49 a.m. VOICE VOTE: Motion carried. ATTEST: /s/ Charlotte K. Pruss Charlotte K. Pruss Village Clerk VILLAGE OF OAK BROOK MINUTES Page 4 of 4 SPECIAL MEETING OF May 22, 2010