Minutes - 05/26/1998 - Board of TrusteesAW1 " t
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VILLAGE OF OAK BROOK Minutes MAY 26, 1998
UNOFFICIAL UNTIL APPROVED AS WRITTEN
OR AS AMENDED Y:; BY VILLAGE BOARD ON
June 9, 1998
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.
The Clerk called the roll with the folloNving persons
PRESENT: President Bushy, Trustees Bartecki, Kenny, McInerney and
Savino.
ABSENT: Trustees Caleel and Shumate.
IN ATTENDANCE: Stephen B. Veitch, Village Manager; Michael A. Crotty,
Assistant Village Manager; Bruce F. Kapff, Director of Information Services &
Purchasing; Darrell J. Langlois, Finance Director/Treasurer; Richard A.
Martens, Village Attorney; Ruth A. Martin, Library Director; and Daniel
Letizia, Board of Fire and Police Commissioners.
Trustee McInerney commented that he had missed the last Village Board
meeting due to his attendance at the funeral of his friend, retired Vice Admiral
Schraeder, in Washington, D.C. The Vice Admiral had inspired Trustee
McInerney to become involved in the Navy League and realize the quality of
dedicated officers and enlisted men in the Armed Forces and government.
President Bushy explained the Village Board members have just received the
compilation of the 1998 Citizen Survey. This is the third year the survey has
been sent to fifty percent of our citizens asking for their comments on Village
services to our residents. President Bushy thanked the residents who
responded to this survey, as it is an important tool for the Village in
formulating the goals and objectives of the Village Board of Trustees. She
commended our administrative staff for the collation of the document and
especially Assistant Village Manager Crotty, who coordinated the project.
President Bushy publicly commended the Oak Brook Police Department,
Detective Division, for their efforts in closing the reported rape case of a
juvenile at the Oakbrook shopping center. The alleged victim recanted her
story, as the incident did not occur. President Bushy asked the newspaper
MEETING CALL
ROLL CALL
ANNOUNCEMENTS
AND
OPEN FORUM
VILLAGE OF OAK BROOK Minutes 1 of 9 May 26, 1998 ;
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reporters, attending the meeting, to please release this information as many
residents were concerned of safety at the shopping center with this incident.
President Bushy then announced that a dramatic incident occurred at the Oak
Brook Sports Core on Oak Brook Day when a two -year old child was retrieved
from the pond at the Bath and Tennis Club by one of our lifeguards. It should
be =Voted the importance of the quality of our lifeguards for this facility, as it
should be extremely well protected. Staff wished to acknowledge the Village
Board's efforts to allow quality staffing of this large facility with three pools
and the pond. The lifeguard, who is a college student, has been one of our
lifeguards for three years. Resident, Tom Truedson, 3309 York Road, asked
specifically that the public be made aware of the excellent performance of this
lifLguard and her life saving efforts.
4. APPROY MINUTES
Motion by Trustee Kenny, seconded by Trustee Savino, to approve the minutes
of the Committee -of- the -Whole Meeting of May 11, 1998 as presented and
waive the full reading thereof.
President Bushy requested the minutes be amended with a notation at the
conclusion of Section 2.A., Page 4 of the Committee -of -the -Whole minutes of
May 11, 1998.
Motion by Trustee Kenny, seconded by Trustee Savino, to amend the minutes
of the Comrittee-of- the -Whole Meeting of May 11, 1998 on Page 4, at the
conclusion of Section 2.A. to insert " President Bushy, at the Village Board
meeting of May 26, 1998, indicated she had mistakenly commented at the May
11, 1998 meeting on the original Clubhouse at the Golf Course. The Golf
Course Clubhouse was constructed by the Village of Oak Brook and opened
for business in the fall of 1980. When the Village originally purchased the
Sports Core, a small Clubhouse was already located on the premises north of
the present Clubhouse." and waive the full reading thereof. VOICE VOTE:
Motic n carried.
Motion by Trustee Kenny, seconded by Trustee Savino, to approve the minutes
of the Regular Meeting of May 12, 1998 as presented and waive the full
reading thereof. VOICE VOTE: Motion carried.
W 41:491
Motion by Trustee McInerney, seconded by Trustee Bartecki, to approve the
Omnibus Agenda. ROLL CALL VOTE:
Ayes: 4 - Trustees Bartecki, Kenny, McInerney and Savino.
Nays: 0 - None.
VILLAGE OF OAK BROOK Minutes 2 of 9 May 26, 1998
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Absent: 2 - Trustees Caleel and Shiunate. Motion carried.
A. APPROVAL OP BILU: Approved Omnibus Vote.
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APPROVAL OF:
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S4.i6,393.49
APPROVAL Q� PAy, ,��LL. FOR PAY PERIOD ENW Q MAY 16- PAYROLL -
I
1998: Approved Omnibus Vote. $351,196.44 (gross)
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1) YYEBSTE& MC GRATH & AHLBERQ, LID, ,_PAY - SPORTS CORE/
SPORTS CQUTAESTCHESI R PARK PRELIMINARY PLAT WESTCHESTER PARK
- $625.00.- Approved Omnibus Vote. PRELIMINARY PLAT
2) HQPPE'S TRENCHING,. INC. - PAYOUT 42 - ROuTE 83 ROUTE 83 14ATER
WATER MAIN EXTENSION - $6.865,20: Approved Omnibus MAIN EXTENSION
Vote.
:Zip \► I&MIENT & INFRASTRUCIURE,
'G • PRELIMINARY ESIGN SERYICES PROJECT
Omnibus
4) PENTAMATION - PAYOUT #9 - COMPUTER SYSTEMS - COMPUTER SYSTEMS
Approved Omnibus Vote.
_AL - 1997 DRAINAGE
1997 DRAINAGE PROIECI - $9,671.20: Approved Omnibus PROJECT
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VILLAGE OF OAK BROOK Minutes
3 of 9
May 26, 1998
REFERRALS:
FOREST PRESERVE
DISTRICT OF DU PAGE
COUNTY - VARIATIONS
TO DU PAGE COUNTY
COUNTYWIDE STORM -
WATER & FLOOD PLAIN
ORDINANCE (3803 York
Rd. -Graue Mill Park-
ing Lot)
YORK ROAD PROPERTIES
L.L.C. THE JOAN BUCK
CO. -TEXT AMENDMENT
TO ESTABLISH 0 -4
OFFICE DISTRICT
AND
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-- REEE&IQ PLAN CQM 'MEETING QFJUNE 15a MAP AMENDMENT TO
NQ QF REZONE FROM ORA-1
JULY 7, 1998.: Approved Omnibus Vote. i i
TEXT :..0 \ .0 \ RESIDENTIAL R. HEIGHI TEXT AMENDMENT
IIJLY 7,199F i Omnibus
THORIZATION To SEEK BIFIS •.: '' •.' •. No
AERIL. 1998: Approved Omnibus Vote
1:10MITI(M M, emu Mot I
TREASURER'S REPORT
APRIL, 1998
APPOINTMENTS:
Motion by Trustee Savino, seconded by Trustee Bartecki, to concur STEPHEN C. ALLEN
with the recommendations of President Bushy and re- appoint Stephen PLAN COMMISSION
C. Allen and David W. Pequet to the Plan Commission, with their
three -year terms expiring in May, 2001; and re- appoint Daniel Letizia DAVID W. PEQUET
to the Board of Fire and Police Commissioners, with his three -year PLAN COMMISSION
term expiring in May, 2001. VOICE VOTE: Motion carried. DANIEL LETIZIA
President Bushy acknowledged Daniel Letizia and his family in
attendance at this evening's meeting.
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An actuarial study of the Police Pension Fund and Firefighters'
Pension Fund is performed annually in order to monitor the funding
progress of the two funds as well as determining the Village's
contribution for the corning year. Since it is in both the Village's
VILLAGE OF OAK BROOK Minutes 4 of 9 May 26, 1998
BOARD OP FIRE AND
POLICE COMMISSIONER
POLICE AND
FIREFIGHTERS'
PENSION FUNDS
ACTUARIAL REPORTS
AND
1998 VILLAGE
CONTRIBUTION TO
POLICE AND
FIREFIGHTERS'
PENSION FUNDS
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An actuarial study of the Police Pension Fund and Firefighters'
Pension Fund is performed annually in order to monitor the funding
progress of the two funds as well as determining the Village's
contribution for the corning year. Since it is in both the Village's
VILLAGE OF OAK BROOK Minutes 4 of 9 May 26, 1998
BOARD OP FIRE AND
POLICE COMMISSIONER
POLICE AND
FIREFIGHTERS'
PENSION FUNDS
ACTUARIAL REPORTS
AND
1998 VILLAGE
CONTRIBUTION TO
POLICE AND
FIREFIGHTERS'
PENSION FUNDS
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interest and the two pension fund's interest that these studies be
performed, 50% of the cost of the study is paid for by the Village and
50% is paid for by the respective pension fund. The studies were
once again performed by Timothy Sharpe.
The Police Pension Finid continues to be in a very sound financial
position in that it is 108.8% funded as of December 31, 1997, an
increase W'7. 10% as compared to 1996. This increase is due
primarily to the strong investment returns seen in both the equity and
bond market in 1997, as total assets increased by $1.6 million to end
the year at $17.2 million. The investment return assumption was
increased from 7.25% to 7.50% with consideration given to both the
recent legislation increasing the maximum amount allowed in equity
investments from 10% to 35% and the Fund's strong investment
performance over the last several years. This increase, coupled with
the increase in overfunding (this will increase the credit the Village
receives as the overfunding is amortized against future contributions),
results in a Village contribution recommendation of 8% of payroll for
1998. This compares quite favorably to the contribution amount
12.4% paid for 1997.
The Firefighters' Pension Fund also continues to be in a very sound
financial position in that it is 107.7% funded as of December 31,
1997, an increase of 3.8% over 1996. This increase also is due
primarily to the strong investment returns in that the Fund's assets
increased by $1.2 million to $16.2 million. There were no changes in
the actuarial assumptions from the previous study. Thus, the actuary
recommends a Village contribution of 11.3% of payroll for 1998.
This also compares favorably to the 12.1 % contributed for 1997.
Both pension fund boards have approved the actuarial studies and
concur with this recommendation.
Motion by Trustee McInerney, seconded by Trustee Kenny, to accept
the Actuarial Valuation Report for the Year Beginning January 1,
1998 and Ending December 31, 1998 for the Oak Brook Police
Pension Fund and the Oak Brook Firefighters' Pension Fund as
submitted by Timothy W. Sharpe, Actuary, and approve a Village
contribution of 8.0% of payroll for police officers and 11.3% for
firefighters retroactive to January I, 1998. ROLL CALL VOTE:
Ayes: 4 - Trustees Bartecki, Kenny, McInerney and Savino.
Nays: 0 - None.
Absent: 2 - Trustees Caleel and Shumate. Motion carried.
President Bushy mentioned that next year staff will be discussing
with the Actuary unfunded mandates. The Americans with
VILLAGE OF OAK BROOK Minutes 5 of 9 May 26, 1998
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Di&tbilities Act mandatory guidelines require acceptance of
firefighters and police officers into the pension funds when hired, as
any prior physical conditions may not be considered. If a firefighter
smokes, acquires a pulmonary lung disease and indicates that he
breathed smoke that aggravated an existing condition, the Village
would be required to pay a duty disability. That firefighter would
receive 65% of his salary tax free. This will cost municipalities large
amounts of funding for this type of medical disabilities and will elect
pension funds.
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The Pentamation financial software (most of the modules are
now live) comes with a set of standard reports. To obtain
additional "custom" reports would require the purchase of
additional programming from Pentamation (costly, time
consuming and cumbersome to maintain as software versions
change), in -house programming (our staffing projections never
contemplated in -house programming), or the purchase of a
product such as IQ Report Writer. One reason companies
purchase a product such as IQ Report Writer is to avoid the
need for significant amounts of in -house programming.
Staffs recommendation to purchase the IQ Report Writer
product through Pentamation is based on the following:
1. This product will give staff the ability to quickly and
inexpensively develop custom reports on their own.
2. The IQ product was selected based on stafTs review of a
product demonstration presented by Pentamation.
3. Pentamation actively supports this product, and therefore
can provide good user support for its use with their
financial applications.
4. The Report Writer software is no longer marketed by the
IQ Software Corporation, and therefore the Village can
only obtain it through Pentamation.
5. This product was included in the original proposal from
Pentamation, but its purchase was deferred for budget
reasons.
The recommended purchase will allow staff to install this
software on seven PC's in the Village. The need for additional
locations will be reviewed as appropriate.
VILLAGE OF OAK BROOK Minutes 6 of 9 May 26, 1998
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Its REPORT WRITER
PURCHASE AND
ANNUAL MAINTENANCE
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Funds for this purchase are contained in the Information
Services Program (10 -151) under the line items for Application
Software, Training, Other Services and Computer
Maintenance.
Motion by Trustee Bartecki, seconded by Trustee McInerney, to
waive bidding and authorize the issuance of a Purchase Order to
Pentamation Government Systems, Bethlehem, Pennsylvania, for the
purchase of IQ Report Writer software and annual maintenance, at a
total cost of $15,994, plus travel expenses for on -site training. ROLI,
CALL VOTE:
Ayes: 4 - Trustees Bartecki, Kenny, McInerney and Savino.
Nays: 0 - None.
Absent: 2, - Trustees Caleel and Shumate. Motion carried.
9
A. REC,CQMLvffiNDATION - ROCCA (3 824 YORK ROA121 ZONING
ROCCA
MAP AMENDMENT, VARIATIONS AND SPECIAI
� USE= 20NINC MAP AMEND-
HISTORIC GRA IF MILL GATEWAY AREA CERTIFICATE OF MENT, VARIATIONS
APPROPRIATENESS FLOOD PLAIN SPECIAL USE: AND SPECIAL USE -
HISTORIC GRAUE. MILT.
Tabled at the Regular meeting of April 28, 1998. The petitioner has GATEWAY AREA
CERTIFICATE OF
requested that the petition be tabled as second time, to June 23, 1998. APPROPRIATENESS
If it is the Village Board's wish, it would be appropriate to remove the FLOOD PLAIN SPECIAL
item from the table and pass a new motion to table it to the new date. USE
(3824 York Road)
Motion by Trustee Savino, seconded by Trustee Bartecki, to grant the
request of the petitioner and table this item to the June 23, 1998
Village Board meeting. VOICE VOTE: Motion carried.
Public comments were accepted as a matter of record for the Village
Board of Trustees.
Robert Waite, Fullersburg Woods Area Association President, read a
letter to the Village Board indicating their opposition of the proposed
project. A ropy has been placed in the official file.
Dr. Carlito Orig, 3900 York Road, read a letter to the Village Board
explaining his opposition to the proposed project. A copy has been
placed in the official file.
VILLAGE OF OAK BROOK Minutes 7 of 9 May 26, 1998
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10.
Pursuant to the ordinance that established the Pedestrian/Bicycle Path
Committee, Ordinance G -488, the committee will cease to exist as of
June 30, 1998 unless extended by vote by both the Village Board and
the Oak Brook Park District Board of Commissioners.
By letter dated March 7, 1998, the members of the committee have
indicated their interest in continuing their work and have
recommended to both boards that the committee be extended. The
Part: District Board has adopted Resolution 98 -0413 in support of
extension to June 30, 2003.
Motion by Trustee Bartecki, seconded by Trustee McInerney, to grant
the extension of the existence of the Pedestrian/Bicycle Path
Committee to June 30, 2003 and direct the Village Attorney to
prepare the appropriate ordinance for action at the Regular meeting of
June 9, 1998. VOICE VOTE: Motion carried.
Harold Scott, 16 Chatham Lane, asked the Village Board for an update on the
sale of the Tennis Dome. President Bushy indicated a university in Indiana did
not wish to purchase the Dome, and presently the Village has not been able to
find a buyer. Mr. Scott requested the cost of operating the facility and the user
fees covering its expenses. President Bushy noted the Village is working
actively with Yeadon Company in selling the facility. He further requested the
total cost of operating the facility since it was installed. He suggested it would
be more cost effective to close the facility. He stated his request several years
ago asking for installation of signage on Oak Brook Road stating the Bath and
Tennis Club was open to the public. President Bushy explained that the
gatehouse will be replaced with this new sign once the Oak Brook Road
expansion is completed.
-1
Motion by Trustee Savino, seconded by Trustee Bartecki. to adjourn at 8:32
p.m. to a Closed Meeting to discuss the appointment, employment or dismissal
of an officer or employee. ROLL CALL VOTE:
Ayes: 4 - Trustees Bartecki, Kenny, McInerney and Savino.
Nays: 0 - None.
Absent: 2 - Trustees Caleel and Shumate. Motion carried.
VILLAGE OF OAK BROOK Minutes
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May 26, 1998
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Motion by Trustee Kenny, seconded by Trustee Savino, to adjourn the meeting
at 9:32 p.m. VOICE VOTE: Motion carried.
ATTEST:
Linda K. Gonnella, C
Village Clerk
bot52698
VILLAGE OF OAK BROOK Minutes 9 of 9 May 26, 1998
ADJOURNMENT