Minutes - 06/08/1999 - Board of TrusteesVILLAGE OF OAK BROOK Minutes JUNE 8, 1999
UNOFFICIAL UNTIL APPROVED AS WRITTEN _
OR AS AMENDED ✓ BY VILLAGE BOARD ON
1. 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.
2. ROLL CALL:
The 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; Michael A. Crotty,
Assistant Village Manager; Dale L. Durfey, Jr., Village Engineer; Debra J.
Jarvis, Fire Chief/Building Commissioner; Bruce F. Kapff, Director of
Information Services & Purchasing; Richard A. Martens, Village Attorney;
Ruth A. Martin, Library Director; Trey VanDyke, Golf Club Manager; Barbara
Benezra and Roberta Petz, Library Commission members; Captain Joseph
Kovarik, Fire Department; and Sean Creed, Golf Course Superintendent.
�. ANNOUNCEMENTS & OPEN FORUM: No one appeared.
4. APPROVAL OF MINUTES:
Motion by Trustee McInerney, seconded by Trustee Caleel, to approve the
minutes of the Regular Meeting of May 25, 1999 as amended and waive the
full reading thereof. VOICE VOTE: Motion carried.
5. OMNIBUS AGENDA:
Motion by Trustee Savino, seconded by Trustee Kenny, 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
MAY 29, 1999: Approved Omnibus Vote.
VILLAGE OF OAK BROOK Minutes 1 of 17 June 8, 1999
M
MEETING CALL
ROLL CALL
ANNOUNCEMENTS AND
OPEN FORUM
MINUTES
APPROVAL OF:
BILLS -
$290,521.23
PAYROLL -
$378,168.85(gross
C. CHANGE ORDERS:
CHANGE ORDERS:
1) CHANGE ORDERS #1 AND #2 - ROUTE 83 WATER MAIN ROUTE 83 WATER
EXTENSION (KENSINGTON ROAD TO GINGER CREEK): MAIN EXTENSION
Approved Omnibus Vote.
D. PAYOUTS:
PAYOUTS:
1) HOPPE'S TRENCHING INC. - PAYOUT #4 AND FINAL - ROUTE 83 WATER
ROUTE 83 WATER MAIN EXTENSION - $6.836.65: Approved MAIN EXTENSION
Omnibus Vote.
2) PENTAMATION - PAYOUT #16 - COMPUTER SYSTEMS - COMPUTER SYSTEMS
572.51: Approved Omnibus Vote.
3) JAMES J. BENES & ASSOCIATES INC. - PAYOUT #19 - 1998 lggg PAVING
PAVING PROJECT - $434.9 1: Approved Omnibus Vote. PROJECT
4) JAMES J. BENES & ASSOCIATES INC. - PAYOUT #8 : 1999 1999 PAVING
PAVING PROJECT - $21,445.08: Approved Omnibus Vote. PROJECT
E. REFERRALS: None.
F. AUTHORIZATION TO SEEK BIDS OR PROPOSALS:
G. ANNUAL NORTHEASTERN ILLINOIS PLANNING NIPC ANNUAL
COMMISSION (NIPQ CONTRIBUTION $2.722-00: Approved CONTRIBUTION
Omnibus Vote.
H. REQUEST FOR EXTENSION OF COMPLETION DATE
CELOZZI SUBDIVISION: Approved Omnibus Vote. CELOZZI SUBDIVISJ
EXTENSION OF
6. ITEMS REMOVED FROM OMNIBUS AGENDA: COMPLETION DATE
F. AUTHORIZATION TO SEEK BIDS OR PROPOSALS:
1) WAIVE BIDDING AND AUTHORIZE NEGOTIATIONS FOR
CONSTRUCTION MANAGEMENT SERVICES - LIBRARY
AND MUNICIPAL BUILDING PROJECTS:
Trustee Caleel requested Agenda Item F.1., "Waive Bidding And
Authorize Negotiations For Construction Management Services -
Library And Municipal Building Projects ", be removed from the
Omnibus Agenda for discussion centering around the process used to
VILLAGE OF OAK BROOK Minutes 2 of 17 June 8, 1999
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CONSTRUCTION
MANAGEMENT SERVIC
LIBRARY AND
MUNICIPAL BUILDIr
PROJECT
select the recommended construction management firm,
responsibility - over the subcontractors and total project cost in
comparison to using an owners representative and general contractor.
Trustee Caleel asked for a clarification of authorization to waive the
bid process and authorize negotiating a contract. Village Manager
Veitch explained that several months ago when the Village Board
approved the design development and construction administration
services contract with Carow Architects for the Library, the Village
Board also suggested that staff investigate retaining construction
management services for the Municipal Building Project. The
thought was that there might be some economy of scale of combining
the projects. Subsequent to that, the Purchasing Department
developed a Request For Proposal (RFP) for construction
management services. The Village received seven (7) responses to
the proposal, which were evaluated. A committee of President
Bushy, Village Manager Veitch and Purchasing Director Kapff
interviewed four (4) firms. Some firms suggested "at risk"
construction management which is a model where the Village
contracts with the construction manager. The manager then contracts
with the subcontractors. Some suggested a "fee for service" owners
representative approach. Harbour Contractors, Inc., the
recommended firm, suggested an agency construction management
approach wherein the construction manager substitutes for the general
contractor and administers an array of subcontracts through which the
building or buildings are built. Those contracts are between the
subcontractors and the owner and are managed and coordinated by
the construction manager. The committee felt this was the best
procedure to follow for the Village to maximize use of its resources
and maximize the chances of building construction at competitive
prices. This recommendation is pursuant to an RFP process and
requests authorization to negotiate a contract with Harbour
Contractors, Inc. for final approval by the Village Board.
President Bushy indicated that Harbour would review the architect's
design and examine it for best price. Harbour determines if material
substitutions or modifications may be made that will be cost
effective. Harbour Contractors, Inc. built Christ Church in Oak
Brook, the Oakbrook Center, Butler National Golf Club and the
Drake office complex as some of their projects in Oak Brook.
Motion by Trustee Caleel, seconded by Trustee Kenny to waive
bidding and authorize staff to negotiate a professional services
contract with Harbour Contractors, Inc., Naperville, IL, to provide
VILLAGE OF OAK BROOK Minutes 3 of 17 June 8, 1999
Construction Management Services for the Library and Municipal
Building Projects. ROLL CALL VOTE:
Ayes: 6 - Trustees Butler, Caleel, Craig, Kenny, McInerney and
Savino.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
7. ACTIVE AGENDA (Items For Final Action,:
A. APPOINTMENTS: AUTUMN FESTIVAL COMMITTEE: APPOINTMENTS:
Trustee Savino requested being relieved of his duties as the Chairman AUTUMN FESTIVAL
of the Autumn Festival Committee due to his appointment as Liaison COMMITTEE -
Trustee to the Zoning Board of Appeals and Plan Commission and his ADAM BUTLER
attendance of those meetings.
Motion by Trustee Caleel, seconded by Trustee Kenny, to concur with
the recommendation of President Bushy and appoint Trustee Adam
Butler to serve as Chairman of the Autumn Festival Committee to fill
the unexpired term of Trustee Alfred P. Savino; term to expire on
December 31, 1999. VOICE VOTE: Motion carried.
B. ORDINANCES & RESOLUTIONS:
1) ORDINANCE 1999 -PW- WPA -EI -S -943 AN ORDINANCE
ASCERTAINING, THE PREVAILING RATE OF WAGES FOR
LABORERS WORKERS AND MECHANICS EMPLOYED IN
PUBLIC WORKS IN THE VILLAGE OF OAK BROOK DU
PAGE AND-COOK-COUNTIES, ILLINOIS:
Pursuant to the provisions of the Prevailing Wage Act, the State
requires that each June the Village pass an ordinance ascertaining the
prevailing rate of wages for various trades employed in performing
construction on public works within the Village. The Illinois
Department of Labor has released statistics relative to such prevailing
wage rates for DuPage and Cook Counties. The ordinance adopts
these mandated wage rates.
Motion by Trustee McInerney, seconded by Trustee Savino, to pass
Ordinance 1999 -PW- WPA -EI -S -943, "An Ordinance Ascertaining
The Prevailing Rate Of Wages For Laborers, Workers And
Mechanics Employed In Public Works In The Village Of Oak Brook,
DuPage And Cook Counties, Illinois ", as presented and waive the full
reading thereof.
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June 8, 1999
ORD.1999-PW-WPA-
E1 -S -943
PREVAILING RATE
OF WAGES
Trustee McInerney noted that in Governor Ryan's proposal of Illinois
FIRST, $100 million will be spent in excess wages for this project.
Also, our legislators continually allow certain interest groups, such as
the firefighters, to lobby in Springfield for their best interest.
Fourteen (14) bills this past session were proposed that involved,
firefighters receiving workers compensation and other compensation,
such as pension benefits, that are unfunded mandates that
municipalities must adopt.
ROLL CALL VOTE:
Ayes: 4 - Trustees Craig, McInerney, Savino and President
Bushy.
Nays: 3 - Trustees Butler, Caleel and Kenny.
Absent: 0 - None. Motion carried.
2) ORDINANCE 1999 -GBA -G -635 AN ORDINANCE
PROHIBITING THE SOLICITATION AND ACCEPTANCE OF
GIFTS AND ADOPTING THE STATE GIFT BAN ACT (5 ILCS
425/1 ET.SEO.: P.A. 90 -737):
The State legislature failed to take any action, which would either
amend or defer the application of the State Gift Ban Act to
municipalities. Accordingly, the Village must enact an ordinance,
which essentially adopts the Act this month.
The Village Board must decide (1) whether to exempt "non- salaried
appointed or elected officials" from the Act; and (2) whom to
designate as the ethics officer for the Village.
There is no definition provided for "non- salaried" or "officials ". It is
also unclear whether the phrase "non- salaried" modifies only the
word `appointed' or whether it modifies both the words 'appointed'
or 'elected' officials. In any event, the Village trustees are "non -
salaried". The Village Clerk and the Village President would appear
to be salaried. None of the appointed members of the advisory boards
are salaried. If the Board wishes to exempt "non - salaried appointed
or elected officials ", the Village Clerk may include this language in
Section 2- 260(b) of the draft ordinance.
Turning to the appointment of the ethics officer, the Village Attorney
is not a likely choice for this position in the event that there is
litigation over some issue arising out of the Act. A number of
municipalities have appointed the Village Clerk (e.g., Des Plaines) to
this position and the Board may wish to consider such an
appointment.
VILLAGE OF OAK BROOK Minutes 5 of 17 June 8, 1999
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ORD.1999 -GBA-
G -635
PROHIBITING THE
SOLICITATION AND
ACCEPTANCE OF
GIFTS & ADOPTING
THE STATE GIFT
BAN ACT
The Illinois General Assembly has mandated that the Village adopt
an Act with ambiguities and inconsistencies, which make compliance
with the Act difficult. Hopefully, municipalities across the State will
reintroduce their efforts to have the General Assembly clarify the Act,
so that Illinois municipalities will have clear and unequivocal ethical
procedures and rules that will control their conduct.
Motion by Trustee Caleel, seconded by Trustee Craig, to appoint the
Village Clerk to serve as the ethics officer of the Village. VOICE
VOTE: Motion carried.
Motion by Trustee Caleel, seconded by Trustee Craig, to pass
Ordinance 1999 -GBA -G -635, "An Ordinance Prohibiting The
Solicitation And Acceptance Of Gifts And Adopting The State Gift
Ban Act (5 ILCS 425/1 ET.SEQ.; P.A. 90- 737) ", 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.
3) ORDINANCE 1999- ST -JT -S -944 AN ORDINANCE ADDING
A CERTAIN PORTION OF YORK ROAD TO THE
MUNICIPAL STREET SYSTEM OF THE VILLAGE OF OAK
BROOK, ILLINOIS:
4) ORDINANCE 1999- ST -JT -S -945 AN ORDINANCE
DELETING A PORTION OF 22ND STREET FROM THE
MUNICIPAL STREET SYSTEM OF THE VILLAGE OF OAK
BROOK. ILLINOIS:
On June 24, 1998, Village Manager Veitch executed a Letter of Intent
regarding the following:
1) Transferring from the Illinois Department of Transportation
(IDOT) to the Village that section of York Road from the south
abutment of the first bridge over the Tollway north of 22nd Street
to the northern Village limits.
2) Transferring from the Village to IDOT that part of 22nd Street
from Route 83 to Clearwater Drive.
3) Various other appurtenant provisions.
VILLAGE OF OAK BROOK Minutes 6 of 17 June 8, 1999
`6
ORD.1999- ST -JT-
S-944 ADDING A
CERTAIN PORTION c
YORK ROAD TO THE
MUNICIPAL STREET
SYSTEM
ORD.1999— ST -JT-
S -945 DELETING
PORTION OF 22ND
STREET FROM THE
MUNICIPAL STREET
SYSTEM
Since that time, staff has been negotiating with IDOT to generate the
necessary agreements in order to consummate the jurisdictional
transfers. These jurisdictional transfer documents are:
York Road Transfer
1) "Local Agency State Agreement for Jurisdictional Transfer" which
covers item 1 above.
2) Village Ordinance providing for the addition of York Road to the
municipal street system effective 21 calendar days after execution
of the Agreement by the State but not before the State accepts the
22nd/York improvements.
22nd Street Transfer
1) "Local Agency State Agreement for Jurisdictional Transfer" which
covers item 2.
2) Village Ordinance providing for the deletion of 22nd Street from
the municipal street system effective 21 calendar days after
execution of the Agreement by the State but not before the State
accepts the 22nd/York improvements, and that the Village will
maintain 22nd Street from April 1 to October 31 of each year.
3) Supplement A which lists additional conditions concerning the
22nd Street transfer including traffic signal cost responsibilities.
4) Supplement B (Municipal Maintenance Agreement) which also
lists additional conditions including that IDOT will pay the Village
$9,186 for maintaining 22nd Street.
5) Supplement C which details the annual maintenance costs which
IDOT pays to the Village for the seven months that the Village
maintains 22nd Street.
Motion by Trustee Caleel, seconded by Trustee Kenny, to pass
Ordinance 1999- ST -JT -S -944, "An Ordinance Adding A Certain
Portion Of York Road To The Municipal Street System Of The
Village Of Oak Brook, Illinois ", as presented and waive the full
reading thereof; and approve the "Local Agency State Agreement for
Jurisdictional Transfer" for York Road and direct the Village
President to affix her signature thereon. ROLL CALL VOTE:
Ayes: 6 - Trustees Butler, Caleel, Craig, Kenny, McInerney and
Savino.
VILLAGE OF OAK BROOK Minutes 7 of 17 June 8, 1999
Nays: 0 - None.
Absent: 0 - None. Motion carried.
Motion by Trustee Caleel, seconded by Trustee Kenny, to pass
Ordinance 1999- ST -JT -S -945, "An Ordinance Deleting A Portion Of
22nd Street From The Municipal Street System Of The Village Of
Oak Brook, Illinois ", as presented and waive the full reading thereof;
and approve the "Local Agency State Agreement for Jurisdictional
Transfer" for 22nd Street and direct the Village President to affix her
signature thereon. ROLL CALL VOTE:
Ayes: 6 - Trustees Butler, Caleel, Craig, Kenny, McInerney and
Savino.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
C. AWARD OF CONTRACTS:
1) FIRE ENGINE UNIT #915 REFURBISHING:
The Village Board, at its May 25, 1999 meeting, authorized staff to
negotiate a price for refurbishing and repainting the 1990 E -One
Engine Unit #915 with Mid - America Truck and Equipment Co., Inc.
The requirement to advertise for competitive sealed bids was waived
so that the original manufacturer could perform the proposed repairs,
modifications and paint work. Staff was able to negotiate a better
warranty (three (3) years for both paint and modifications) from the
manufacturer than would have been possible from a different
company.
The total cost to refurbish and repaint Engine 915 will be $36,150,
including $4,500 credit for corrosion damage that was out of
warranty. The cost exceeds the budgeted amount because the
following two (2) additional items were added after the budget
process:
A licensed and bonded driver from Mid - America will be
provided to deliver the Village's vehicle to the factory in Ocala,
Florida and' then to return it after the work is completed. Staff
recommends this option in lieu of the more costly alternative of
paying overtime and travel expenses for a firefighter to deliver
and pick ,up the vehicle; and
The installation of additional warning lights on the rear
compartments to enhance emergency scene visibility from the
rear of the vehicle.
VILLAGE OF OAK BROOK Minutes
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June 8, 1999
AWARD OF CONTRAC"
FIRE ENGINE
UNIT #915
REFURBISHING
Since Engine #915 is not scheduled for replacement until the Year
2014, the refurbishment work is necessary in order for the vehicle to
carry additional needed equipment and to alleviate the current
cramped compartment space.
Funding in the amount of $33,000 is available in the 1999 Budget
(account #721 - 9020), and the additional $3,150 can be' made
available from the same account.
Motion by Trustee Kenny, seconded by Trustee Savino, to authorize
the issuance of a Purchase Order to Mid - America Truck and
Equipment Co., Inc., Elmhurst, IL, for refurbishing and repainting the
Village's 1990 E -One Engine Unit #915. ROLL CALL VOTE:
Ayes: 6 - Trustees Butler, Caleel, Craig, Kenny, McInerney and
Savino.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
Fire Captain Kovarik explained the procedure that will be followed
while Fire Engine Unit #915 is out of service for refurbishment. Part
of the refurbishing of the unit will include a new hydraulic ladder.
President Bushy acknowledged our Fire Department's maintenance of
their fleet of equipment. Due to the excellent service of these
vehicles, the Village is able to receive excellent bids on equipment
that is sold after twenty -five (25) years of usage in the Fire
Department. She commended Captain Kovarik and the Department
for their efforts.
2) GOLF COURSE IRRIGATION SYSTEM:
Anthony Altum, Design Consultant, A. S. Altum & Associates, was in
attendance at the meeting.
Six (6) companies picked up bid packages, and all attended the pre -
bid meeting. Three (3) companies submitted sealed bids on June 2,
1999.
In the Village's bid package, staff asked for pricing on two (2) brands
of irrigation systems: Toro and Rain Bird. The low base bids came
in at $902,300 and $904,000 respectively. After reviewing the bids
with the Village's consultant, A.S. Altum & Associates, it was
determined that in order to maintain the budget for this project staff
accept alternates #7 and #12 which deduct $11,950. In addition, staff
will eliminate some sprinkler heads and valves from the project,
VILLAGE OF OAK BROOK Minutes 9 of 17 June 8, 1999
i�5
GOLF COURSE
IRRIGATION
SYSTEM
which will not effect the efficiency or capability of the system, for an
additional deduction of $96,740. No intended playing surfaces are
affected. This reduction also involves elimination of quick couplers
in fairways, which represents a minor inconvenience. The greater
amount of reductions in price came from the Rain Bird System.
Work on this project is scheduled to begin sometime after August 15,
1999. No interruptions in play are anticipated on the golf course.
Funds in the amount of $800,000 have been budgeted in the Golf
Course Maintenance Program (834) to cover the fees for A.S. Altum
($24,500) and this project. The remainder of funds for this project
will be allocated from below budget capital items already purchased
this year (trap rake and dump truck) and from the elimination/delay of
certain maintenance projects included in the Course Maintenance
Supplies line item of Program #834.
Motion by Trustee Caleel, seconded by Trustee Kenny, to award a
contract, subject to staff review, to Halloran & Yauch, Inc., Glenview,
IL, the lowest responsible bidder, for supply and installation of a Rain
Bird automatic irrigation system at the Oak Brook Golf Course for a
Jump sum price of $795,310.
Golf Club Manager VanDyke indicated that the proposal for a new
golf course irrigation system began in November 1997 when A. S.
Altum & Associates were contracted to do a preliminary design and
needs analysis for a new irrigation system for the golf course. The
present system is twenty (20) years old, and it was apparent from the
needs analysis that a new system was needed. The source of the
water for the irrigation is from the golf course's own well, and water
may be used from ponds on the golf course if necessary.
Trustee Caleel noted that quick couplers from the fairways were
eliminated from the proposal in order to reduce the cost of the system.
Golf Club Manager VanDyke indicated that ninety -eight (98) were
eliminated at a savings of $12,200. Trustee Caleel suggested that it
would be more prudent to include them at this time.
Trustee McInerney stated his concurrence with Trustee Caleel to
include the couplers in the proposal. Trustee Kenny suggested that
the $12,200 is a minor cost for the quality of the golf course and a
thirty -year (30) life span of the proposed system.
Village Manager Veitch indicated the intent was to devote the
proceeds of the sale of the Westchester Park property to
VILLAGE OF OAK BROOK Minutes 10 of 17 June 8, 1999
46
improvements of the golf course and cover as much of the cost of
these two projects as possible and finance the remainder.
Motion by Trustee Caleel, seconded by Trustee Kenny to amend the
motion to award a contract, subject to staff review, to Halloran &
Yauch, Inc., Glenview, IL, the lowest responsible bidder, for supply
and installation of a Rain Bird automatic irrigation system, including
quick couplers, at the Oak Brook Golf Course. ROLL CALL VOTE:
Ayes: 6 - Trustees Butler, Caleel, Craig, Kenny, ,McInerney and
Savino.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
8. INFORMATION & UPDATES:
A. VILLAGE PRESIDENT:
President Bushy acknowledged that the Village, DuPage Mayors and
Managers and the Illinois Municipal League tried to defeat the
firefighter pension legislation in Springfield that would increase our
payroll costs 5 -6% for their pension. The Village has invited Senator
Walsh and Representative Durkin to address the Village Board on
why they passed such a bill when it is so costly to all municipalities.
She indicated there is a moratorium on pension legislation to the Year
2001, as a number of bills were passed this session affecting
firefighters. She noted her attendance at the U.S. Conference of
Mayors this week and will report to the Board upon her return.
She offered a message of concern for those students affected by the
incident that occurred at Butler Junior High School and its Principal.
The Village will continue to plan and practice disaster drills so that
when an incident occurs it is the immediate responsibility of the
police and fire departments to respond.
B. VILLAGE MANAGER;
Village Manager Veitch remarked that the Library Architect has
made a design development presentation to the Library Commission
and those submissions are available for review in the Village
Manager's office. It is felt the design needs to be evolved further in
order to address costs. The Village will begin to involve the
Construction Manager as soon as possible in value engineering the
design.
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June 8, 1999
INFORMATION
AND UPDATES:
VILLAGE PRESIDEN'
VILLAGE MANAGER
Regarding the Code Review effort, Chapter 12- Public Works and a
companion set of Public Works construction standards that need to be
adopted by reference will be presented to the Village Board for
review. An explanatory memorandum with the revised Chapter 12
will be circulated to Village Board members this week. The
ordinance will be introduced at the Village Board's meeting of June
22, 1999, with active agenda consideration at the July 13, 1999
Village Board meeting. He commended Public Works Director
Meranda, Village Engineer Durfey and Finance Director Langlois in
developing the revisions to this Chapter of the Village Code.
A final Department Head review has occurred regarding the revised
Personnel Manual, and now it will be open for employee inspection
to insure it is understandable to them. Once this process is
completed, it will be presented to the Village Board for review and
approval during this summer.
President Bushy explained that the Village is trying new methods of
improved communication to our residents with the televised Board
meetings. She presented an overhead chart of the equalized assessed
valuation of commercial and residential real estate in Oak Brook from
1994 through 1998. This information will be printed in the next
Village newsletter. The aggregate value of Oak Brook property is
now over a billion dollars. She wanted residents to be aware of these
statistics, as it is the obligation of the Village Board to disseminate
factual information to our residents.
9. DEPARTMENTAL REPORTS - LIAISON ASSIGNMENTS:
Community Development: Trustee Savino - The Building Permit for 700
Commerce was released on May 24, 1999, and the owner broke ground for the
five -story building the following day. The building will be over 200,000
square feet in floor area. The property owner is Hines Properties. This is the
old Eastern Airlines property at the east end of Commerce Drive.
A building permit application, currently under review, has been submitted for a
new two -story building which will join together 300 and 310 Windsor Drive,
which are also two -story buildings. rm -
Barbara - 25 Breakenridge Fa - Appeal of a Building Inspector
Determination: The masonry wall will be modified to bring it into compliance
with the Ordinance. The Appeal has been withdrawn, and this matter has now
been concluded.
Village of Oak Brook - 600 Oak Brook Road - Special Use - Library: The Plan
Commission and Zoning Board of Appeals have concluded the hearings on this
issue, and their recommendations for approval is scheduled for the June 22,
1999 Village Board agenda.
VILLAGE OF OAK BROOK Minutes
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June 8, 1999
DEPARTMENTAL
REPORTS -
LIAISON
ASSIGNMENTS
Boonlayangoor - 3117 York Road - Final Plat: The Plan Commission review
of the three -lot subdivision of this property has been concluded, and its
recommendation for approval is on this evening's agenda.
Finance, Information Services & Purchasing: Trustee Caleel - The Information
Services Department is in the process of completing any remaining Year 2000
testing and evaluation, and to initiate appropriate system upgrades for all I.S.
equipment by the end of the second quarter. Y2K testing has been completed
on all PCs at least once. Repeat testing will continue through the end of the
year in order to recheck systems after software upgrades and patches are
installed.
Almost all PCs have been upgraded to Office 97. The initial order for Gateway'
PCs has been placed.
Activity on the Village's web site has dropped off recently. During the most
recent week (ending May 29, 1999), there were 209 unique users on the site,
133 hits to the home page and 2,631 hits for the entire site.
The annual Technology Plan update process has begun. A review copy of the
revised Plan will be forwarded to .the Village Board at the beginning of July.
Bid, contract and purchasing activities continue at a fast pace. Annual
purchase orders are being created, multiple construction projects, commodity
and service contracts are specified and bid, and consulting proposals are
received and negotiated.
Proposals for Construction Management Services have been received and are
under review. These services will help the Village design and manage the
Library and Municipal Building projects.
The Finance Department went "live" with the new utility billing software from
Pentamation during May. The Village continues to use the same postcard bill
format that has been used for many years, thus this conversion should be
transparent to the customers.
Four (4) banks submitted proposals to provide banking services for the Village.
Staff is in the process of evaluating the proposals, with a recommendation
likely forthcoming in July.
Intergovernmental Relations: Trustee McInerney - Met with officials of the
Oak Brook Park District and School Boards.
Library and Community Events: Trustee Butler - Preparation for Summer
Reading clubs and programs was completed during May.
The Library participated in Oak Brook Day festivities at the Sports Core with
information about the summer reading programs, Library collections and
services, and Library Foundation and Friends activities.
Staff met with the Library Architect, Jay Carow, and/or various members of his
staff regarding design and interiors.
VILLAGE OF OAK BROOK Minutes 13 of 17 June 8, 1999
li�
Library staff researched assistive apparatus for the visually impaired to provide
information to the interior designer in order to be sure that the public area
furnishings can accommodate such equipment.
Staff continued to develop tracking mechanisms to coordinate necessary
paperwork with the acquisitions module now in use for most collection
materials ordering.
Professional staff attended training programs in May including: Virtual
collection development, upcoming enhancements to the FirstSearch database,
and library resources for investors.
Public Safety: Trustee Kenny - Four (4) Oak Brook Police Officers attended a
40 -hour course at the National Crime Prevention Institute at the University of
Louisville in Kentucky. This training will assist them in their positions as
Liaison Officers for the Homeowners Association Presidents.
Claudia Capparelli, a Criminal Justice Major with a 4.6 GPA at the University
of Illinois, Chicago Campus, had applied for an internship position with the
Police Department. She was accepted into the program and her internship will
run from June 2, 1999 until August 6, 1999. The program is designed to
provide the student with an opportunity to combine classroom theory with
practical field experience.
Fire calls totaled 74 for the Month of May with Mutual Aid given 6 times and
received 4 times. Ambulance calls totaled 88 with Mutual Aid given 3 times
and received 4 times.
Fire units responded to an early morning house fire in Saddlebrook. Upon
arrival, firefighters quickly extinguished the fire and checked for further fire
extension. The damage was limited to the enclosed porch and outside deck.
No fire or water damage occurred inside the house. No one was home at the
time of the fire; fortunately a neighbor noticed and phoned it in.
In mid -May, fire units responded to a report of fire coming from the roof of the
Renaissance Hotel. Fire crews reported smoke in the ninth floor hallway, and
the fire was upgraded to a second alarm in order to bring in additional mutual
aid fire units. The origin of the fire was determined to be on the tenth floor
roof. A charcoal grill was being used for a planned function at the rooftop
swimming pool. The fire was actually extinguished by a sprinkler head from a
nearby storage room. Chemicals from the affected containers were transferred
into 5- gallon containers and removed. Once the hazards were mitigated,
occupants were allowed to return to the building. This is the second incident in
less than a year where sprinkler heads contained fires in hotel occupancies.
The Oak Brook Police Department requested that the Fire Department Dive
Team respond to initiate recovery operations at the Jorie Road McDonald's
property. Prior to the arrival of the Fire Department, Oak Brook Police
Officers discovered a body floating approximately 200 feet off shore.
Recovery operations were delayed for a short time until the arrival of the
coroner, after which Dive Team personnel retrieved the body.
VILLAGE OF OAK BROOK Minutes 14 of 17 June 8, 1999
`b
One (1) officer attended a Hazardous material Conference in Mudelein and one
(1) attended the Command School in St. Charles. Two (2) personnel attended
self - contained breathing apparatus (SCBA) maintenance classes. Several
officers attended the Village's Employee Assistance Program supervisory
training session. Monthly fire training included annual hose testing, annual
SCBA fit testing and ladder drills.
Three (3) CPR classes were given certifying thirteen (13) people. Also,
Freddie the Fire Truck gave fire safety lectures to 135 pre - schoolers from three
(3) day -care facilities in Oak Brook.
Public Works and Eneineering: Trustee Craig - Street division crews continue
with parkway and street restorations due to snowplow damage and water main
breaks. Weather permitting, which has not been the case of late (too much
rain), this activity is anticipated to be completed by the end of the month.
Water division crews completed the annual distribution valve - turning program
(50% of all valves are exercised annually) and continue with the residential
water meter replacement program.
All modifications to the 31st Street Booster Station have been completed. The
station is "on line" and operating per design specifications. Water pressure to
the Trinity Lakes, Midwest Club and Saddle Brook subdivisions has been
increased by 10 psi (pounds per square inch). This will tried to be increased by
a few pounds during the upcoming high demand period.
Several Oak trees have been planted in the Westchester Park area with more
scheduled for planting this fall.
Work continues on the west half of the Midwest Road/I -88 bridge and
pavement approaches. Completion is still scheduled for late June.
The $4.3 million DuPage County Meyers Road (Butterfield- Roosevelt) project
consists of reconstructing the existing concrete pavement and has one lane
open in each direction causing the typical traffic congestion. The project
should be completed in November.
Curb and gutter removal and replacement for the 1999 Paving and Water Main
Project is almost finished on Avenue Loire and in Brook Forest with pavement
patching to follow. - Water main installation is complete in Yorkshire Woods
and is being pressure tested and chlorinated.
Village Clerk: Clerk Gonnella - Attended the International Institute of
Municipal Clerks seminar in Ottawa, Canada and reported seminars were held
on emergency management, paperless packets for Boards and Archival
Records Management.
Village President: President Bushy - Golf statistics for May shows every
category down over last year due to rain and/or construction of the Clubhouse
with figures as follows: Rounds of golf, down 1,658; greens fees, down
$22,686; cart fees, down $13,035; driving range fees, down $9,588; lounge
sales, down $16,586; and pro shop sales, down $37,661.
VILLAGE OF OAK BROOK Minutes 15 of 17 June 8, 1999
14
Swim season has begun. Staff will increase at the pool once the college
students have finished their exams.
The Highland Games are scheduled at the Sports Core on June 19, 1999. This
is a Scottish tradition. Both adults and children are welcome to attend and can
call the Sports Core at.(630) 990 -3025 for further information.
The Village will be celebrating Independence Day on Friday, July 2, 1999.
Fireworks will begin at approximately 9:30 p.m. It is recommended to come
early, as the parking lot will close at 9:00 p.m. Before the fireworks, guests are
invited to enjoy the music of the West Suburban Concert Band at 6:30 p.m.
and the Whiskey Bent Band at 7:30 p.m. Rain date will be July 3, 1999.
10. UNFINISHED AND NEW BUSINESS (Final Action Not Anticipated):
A. RECOMMENDATION - BOONLAYANGOOR (3117 YORK
.ROAD) - PRELIMINARY AND FINAL PLAT THREE LOT
SUBDIVISION:
The petitioner in this request is seeking Preliminary and Final Plat
approval of a three (3) -lot subdivision of the property. The proposed
subdivision consists of a lot fronting on York Road with two (2) flag
lots to the east of the front lot.
The property is in an R -2 Zoning District and consists of two (2)
existing parcels with an existing home on the south parcel. The
overall property is approximately 3.23 acres in area - 240 feet wide
by, on average, 585 feet in depth. Each of the proposed lots meets the
lot width required (150 feet) and the lot area required (one (1) acre
exclusive of land area used for access). The access strip exceeds the
twenty -foot (20') width required.
The plat does provide for a pedestrian/bicycle path along York Road.
York Road is under the jurisdiction of DuPage County and is
improved. Waiver of the requirements for curb and gutter streets,
sidewalks, streetlights, and parkway trees would be appropriate. Flag
lots are permitted by the Subdivision Regulations upon a finding that
the land cannot be reasonably developed in any other way.
The Plan Commission held the required hearing for the proposed Sue
Boon Subdivision on May 17, 1999. No one spoke in favor or in
opposition to the proposal. Questions were raised regarding
stormwater management and fire department access. Staff
satisfactorily answered these questions. Fire suppression sprinklers
were recommended by our Fire Department. By a vote of 6 to 0, the
Plan Commission recommended approval of this three (3) -lot
subdivision with two (2) of the lots being flag lots. The following
VILLAGE OF OAK BROOK Minutes
t
16 of 17
June 8, 1999
BOONLAYANGOOR -
PRELIMINARY AND
FINAL PLAT -
THREE -LOT
SUBDIVISION
(3117 York Road)
three conditions were included in their motion and Director of
Community Development Hawk suggests a fourth:
1) Funds shall be escrowed for construction of a pedestrian/bicycle
path along York Road.
2) Waiver of the requirements for curb and gutter streets, sidewalks,
streetlights and street trees on the basis that York Road is
improved and is under County jurisdiction.
3) Final engineering approval.
4) The existing home on Lot 2 shall be removed as a condition of any
permit for a new home on either Lot 2 or 3.
Motion by Trustee Savino, seconded by Trustee McInerney, to
authorize the Village Attorney to draft the necessary resolution for
final consideration at the Village Board meeting of June 22, 1999.
VOICE VOTE: Motion carried.
1 1. OTHER BUSINESS PERTAINING TO VILLAGE OPERATIONS:
Motion by Trustee Caleel, seconded by Trustee Kenny, to table the agenda Y2K PREPAREDNESS
item regarding Y2K Preparedness - Bath and Tennis Clubhouse to the next BATH AND TENNIS
Village Board meeting for further review by staff. CLUBHOUSE
12. ADJOURNMENT:
ADJOURNMENT
Motion by Trustee Caleel, seconded by Trustee Savino, to adjourn the meeting
at 9:40 p.m. VOICE VOTE: Motion carried.
ATTEST:
Linda K. Gonnella, CMC /AAE
Village Clerk
Bot06899
VILLAGE OF OAK BROOK Minutes 17 of 17 June 8, 1999
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