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Minutes - 05/26/1998 - Board of TrusteesAW1 " t a ir✓,4?�*e i f� w` c. ww »7'f .`w 71 0 -;7*� l 'i IS _ w 0 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 ; 77777, x777,1 ' ,777 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 E, I Absent: 2 - Trustees Caleel and Shiunate. Motion carried. A. APPROVAL OP BILU: Approved Omnibus Vote. a C. �irr'kre7'l_�'73 APPROVAL OF: B I I_ ', S-._w 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) i • IM : O 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 *_ � a to) • Z I 1\ : ley." I to • :. U K • ) 21IJ ••. •• • • • •.. :•: r U to,(*] U0 : w • h 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 ti yL i i,, `VW���w� F. G. wV - „< ”; ,•110M ".^ fi,i k"xk' � �P"n�<s '� "ct -- 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. •:�1\:\ • j •► • ... C.� • I a to Is] \ I I • 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 Ea 1 %101 a IQ go I UP WIN 9:4 z W to) z 1 0 1Y.'I U 170k Mora 0 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 • e 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 j�e�AT - r i �5e� tix,M F.� ..1 a+ r, ... ... .•..� - _ s, 'a -. `'s^'`>. 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. u : f ► . 'L 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 C: ,e 11A4 Its REPORT WRITER PURCHASE AND ANNUAL MAINTENANCE "^�^-i ,77, a7s7 7 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 t Y__ 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 �1. 8 of 9 May 26, 1998 P, 1-77R-77,TAK-7 -,t- -57"F T '� T W7 'YT"" 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