Minutes - 06/12/2001 - Board of TrusteesVILLAGE OF OAK BROOK MINUTES OF THE
JUNE 12, 2001 REGULAR MEETING OF THE
PRESIDENT AND BOARD OF TRUSTEES
APPROVED AS WRITTEN X BY THE VILLAGE
BOARD ON JUNE 26, 2001.
1. CALL TO ORDER: CALL TO
ORDER
The Regular Meeting of the Village Board of Trustees was called to order by
President Bushy in the Samuel E. Dean Board Room of the Village Commons
at 7:34 p.m. Pledge of Allegiance was given.
2. ROLL CALL: ROLL CALL
The Village Clerk called the roll with the following persons
PRESENT: President Karen M. Bushy, Trustees Adam Butler, George T.
Caleel, John W. Craig and Susan Chase Korin.
ABSENT: Trustee Elaine Miologos and Trustee Alfred P. Savino..
IN ATTENDANCE: Stephen B. Veitch, Village Manager; Michael A. Crotty,
Assistant Village Manager; Dale L. Durfey, Jr., Village Engineer; Debra J.
Jarvis, Fire Chief; Robert L. Kallien, Jr., Director of Community Development;
Darrell J. Langlois, Finance Director; Richard A. Martens, Village Attorney,
Ruth Martin, Library Director, Michael J. Meranda, Director of Public Works;
Allen W. Pisarek, Police Chief; Bonnie Sartore, Bath & Tennis Club Manager;
David Cook, Mack & Parker Consultant; Howard Trier, President of Oak
Brook Park District Commissioners; Patrick D'Andrea, Maggiano's General
Manager; Edwin Stockman, Facilities Manager, Lettuce Entertain You, Inc.
and Ed Resner, Eddy Resner Engineering.
3. ANNOUNCEMENTS AND OPEN FORUM: ANNOUNCE
President Bushy announced that the CSA (Czechoslovakian Society of
America) has their headquarters and museum located in Oak Brook and each
year on June 14th they celebrate Flag Day. The American Legion will
participate in the flag ceremony, refreshments and children activities are
offered to the public. They are located at 122 West 22nd Street.
4. APPROVAL OF MINUTES: MINUTES:
COW 05/21/01
Motion by Trustee Caleel, seconded by Trustee Butler, to approve the Minutes
of the May 21, 2001 Committee of the Whole Meeting as presented and waive
the full reading thereof. VOICE VOTE. Motion carried
VILLAGE OF OAK BROOK Minutes Page 1 of 20
16
June 12, 2001
4.
MINL'TFS
BOT 05/22/01
Motion by Trustee Caleel, seconded by Trustee Butler, to approve the Minutes
of the May 22, 2001 Regular Board of Trustees Meeting as presented and
waive the full reading thereof. VOICE VOTE. Motion carried.
5. CONSENT AGENDA:
Items on the Consent Agenda are routine in nature and enacted in one motion.
President Bushy announced that Trustee Miologos had requested Agenda Item
5.H. Rejection of Bids for Route 83 & 31St Street Landscape Improvement and
Authorization to Rebid be removed from the Consent Agenda so that Manager
Veitch may comment on the item. Trustee Korin also requested that Agenda
Item 5. J. Approval of the DuPage Mayors & Managers Conference
2001/2002 Membership Renewal and Payment Dues and Debt Service
Assessment be removed from the Consent Agenda for discussion.
APPROVAL:
A. APPROVAL OF BILLS - $1,294,247.21 (TOTAL) BILLS -
$1,294,247.21
B. APPROVAL OF PAYROLL FOR PAY PERIOD ENDING PAYROLL
May 26, 2001 - $491,122.46 (TOTAL) $491,12246
C. APPROVAL OF CHANGE ORDERS:
1) CHANGE ORDERS #11421 BATH & TENNIS CLUBHOUSE B & T
RENOVATION AND EXPANSION RENOV
D. APPROVAL OF PAYOUTS:
1) JAMES J. BENES & ASSOCIATES, INC. —PAYOUT #10 - 2001 '01 PAV PRJ
PAVING PROJECT - $19,364.19
2) BOECKER ROAD MAINTENANCE, INC. — PAYOUT #1
FINAL — 2001 PAVEMENT REJUVENATION - $58,432.79 '01 PAV RE.1
3) PHILLIPS SWAGER ASSOCIATES — PAYOUT #4 —
LIBRARY PROJECT - $11,695.33 LIB PRJ
4) HARBOUR CONTRACTORS, INC. — PAYOUT #5 — LIBRARY LIBRARY PRJ
PROJECT - $381,659.96
5) HARBOUR CONTRACTORS, INC. — PAYOUT #4 - MUNCPI.
MUNICIPAL COMPLEX PROJECT - $191,354.07 CMPLx PRJ
VILLAGE OF OAK BROOK Minutes
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Page 2 of 20
June 12, 2001
Z
W
6) EARTH TECH, INC. — PAYOUT #11 — MUNICIPAL COMPLEX
PROJECT - $10,075.32
E. APPROVAL OF REFERRALS:
1) KOSOWSKI — (341 FOREST TRAIL) — FLOOD PLAIN
SPECIAL USE & VARIATION — REFER FLOOD PLAIN
SPECIAL USE TO PLAN COMMISSION MEETING OF JUNE
18, 2001 AND ZONING BOARD OF APPEALS MEETING OF
JULY 11, 2001 AND REFER VARIATION TO ZONING BOARD
OF APPEALS MEETING OF JULY 11 2001
F. APPROVAL OF AUTHORIZATION TO SEEK BIDS OR
PROPOSALS: None.
G. APPROVAL OF DUPAGE METROPOLITAN ENFORCEMENT
GROUP (DUMEG) ANNUAL CONTRIBUTION - $22,132.00
I. REQUEST FOR EXTENSION OF COMPLETION DATE
SUBDIVISION IMPROVEMENT AGREEEMENT — FOREST GATE
Motion by Trustee Caleel, seconded by Trustee Butler, to approve the
Consent Agenda with the exception of Agenda Items 5. H. & 5. J. as
presented. ROLL CALL VOTE:
Ayes: 4 — Trustees Butler, Caleel, Craig and Korin.
Nays: 0 — None.
Absent: 2— Trustees Miologos and Savino. Motion carried.
ITEMS REMOVED FROM CONSENT AGENDA:
5. H. REJECTION OF BIDS FOR ROUTE 83 & 31ST STREET
LANDSCAPE IMPROVEMENT AND AUTHORIZATION TO
REBID
Manager Veitch explained that only two bids were received and both were
over the budget. Through the bidding process staff learned that the
specifications were too strict and if some of the items were varied that more
bids and better pricing could be received. Staff recommended rejection of the
bid and requested authorization to rebid. Trustee Miologos requested Manager
Veitch to express her view that it may not be advisable or necessary to rebid
the project at this time if there is any reason to believe that the Board may
ultimately not proceed with this project.
VILLAGE OF OAK BROOK Minutes Page 3 of 20
June 12, 2001
MUNCPL
CMPLX PRJ
REFER- FPSU &V
PC & ZBA VAR
341 FOREST TRL
DUMEG CONT
APPROVAL
F GATEIMPROV
REJECT BIDS
RT83 &31 ST ST
IMPROV. AM H
REBID
6. ITEMS REMOVED FROM CONSENT AGENDA (cont')
5. H. (con't)
It is her view that this work not ought to proceed this year but could be
deferred to 2002 or later based upon the upcoming Five Year Financial Plan
and budget process. Trustee Caleel remarked that the Board had discussed that
maybe all three phases should not be done but rather allocate funds to other
beautification projects. Trustee Korin commented on the Board's discussion at
the previous Committee -of- the -Whole meeting on ways to spend funds for
beautification and agrees with Trustee Miologos to review this further.
President Bushy suggested it would be productive for the Board to decide the
standards they wish to develop for beautification projects. As part of the
budgeting process, it would be important for the Board to set the parameters
for landscape improvements or tree plantings. Trustee Caleel recommended a
total beautification program, identify the areas to be addressed, what should
occur, create a budget and include it in the Five Year Financial Plan phased in
by priorities. He suggested Public Works Director Meranda be an advisor to
the Safety Pathway Committee or beautification committee to identify the
various gateways to Oak Brook and present their recommendations to the
Board. President Bushy explained that the Plan Commission has been charged
with the responsibility of the physical nature of the Village and recommended
that it should continue with them. There are seven residents on that board who
could work with the Community Development Director Kallien and Public
Works Director Meranda.
Motion by Trustee Caleel, seconded by Trustee Korin, to reject the bids for the
Route 83 & 31S` Street Landscape Improvement. VOICE VOTE: Motion
carried.
5. J. APPROVAL OF THE DUPAGE MAYORS & MANAGERS DPMMC DUES
CONFERENCE 2001/2002 MEMBERSHIP RENEWAL AND
PAYMENT DUES AND DEBT SERVICE ASSESSMENT
Trustee Korin requested that the two payments be separated for discussion of
the debt service assessment.
Motion by Trustee Korin, seconded by Trustee Caleel, to separate the two
DuPage Mayors and Managers Conference invoices and vote on them
separately. VOICE VOTE: Motion carried.
VILLAGE OF OAK BROOK Minutes Page 4 of 20 June 12, 2001
6. ITEMS REMOVED FROM CONSENT AGENDA: (CON'T)
5. J. (con't)
Trustee Korin stated that the Board was informed that the DuPage Mayors and
Managers Conference Board of Directors unanimously voted not to discuss the
possibility of renegotiating the agreement for improving the facility without
the Village selling the property to the Conference. Her objection to the
contract was the selling of the property and the Village having to pay the
annual dues and debt service assessment for twenty years.
Trustee Caleel asked how the assessment was calculated. Manager Veitch
explained that population is utilized to determine the Conference dues, which
is subject to a minimum and maximum. A percentage share of the total dues
budget determines the debt service. Trustee Caleel recommended discussing
the debt service assessment with Agenda Item 10. A. when discussing the
Conference's Plat of Consolidation.
Motion by Trustee Caleel, seconded by Trustee Korin, to authorize the
payment of the DuPage Mayors & Managers Conference 2001/2002
Membership Renewal and Payment Dues, and defer the debt service
assessment later in the agenda when discussing Agenda Item 10. A. Plat of
Consolidation. ROLL CALL VOTE:
Ayes: 4 — Trustees Butler, Caleel, Craig and Korin.
Nays: 0 — None.
Absent: 2— Trustees Miologos and Savino. Motion carried.
7. ACTIVE AGENDA Items for Final Action):
A. APPOINTMENTS: None.
B ORDINANCES & RESOLUTIONS:
1) ORDINANCE 2001- ZO -V -S -992 AN ORDINANCE GRANTNG #01- zo- v -s -992
VARIATION FROM THE PROVISIONS OF SECTION 13 -3 -5 FRNT Yo sTBK
OF THE VILLAGE CODE RELATIVE TO THE FRONT YARD (3103 YORK RD)
SETBACK ON YORK ROAD (3103 YORK ROAD OAK
BROOK IL 60523)
The Village Attorney has drafted Ordinance # 2001- ZO -V -S -992,
"An Ordinance Granting a Variation From the Provisions of Section
13 -3 -5 of the Village Code Relative to the Front Yard Setback on
York Road (3103 York Road, Oak Brook, IL 60523)"
VILLAGE OF OAK BROOK Minutes Page 5 of 20 June 12, 2001
A
7. B. 1)
The ordinance grants a front yard variation to permit construction of
a new home at 3103 York Road, provided that the home is
constructed in substantial conformity with the site plan which was
submitted into evidence at the hearing.
Motion by Trustee Caleel, seconded by Trustee Butler, to approve
Ordinance #2001- ZO -V -S -992, "An Ordinance Granting a
Variation From the Provisions of Section 13 -3 -5 of the Village
Code Relative to the Front Yard Setback on York Road (3103 York
Road, Oak Brook, IL 60523) ", as presented and waive the full
reading thereof.
ROLL CALL VOTE.
Ayes: 4 — Trustees Butler, Caleel, Craig and Korin.
Nays: 0 — None.
Absent: 2— Trustees Miologos and Savino. Motion carried.
2) ORDINANCE #2001 -TC -AG -EXI -S -993 AN ORDINANCE
AUTHORIZING EXECUTION OF AN AGREEMENT FOR
ENFORCEMENT OF CERTAIN TRAFFIC REGULATIONS
FOR MOTOR VEHICLES IN THE BRIARWOOD LAKES
SUBDIVISION IN THE VILLAGE OF OAK
BROOK
In 1986, the Village Board passed an ordinance approving a five -
year agreement with the Briarwood Lakes Community Association
for the enforcement of certain traffic regulations on the private
streets within the subdivision. That agreement was renewed for
five -year terms in 1991 and 1996. Like the prior agreements, this
agreement provides that, when requested by Briarwood, our police
department will enforce a 25 m.p.h. speed limit on the private
streets of Briarwood and will enforce a stop sign at the entrance of
the subdivision; Briarwood agrees to pay for our officers' time at
the special duty rate then in effect, with a minimum charge of two
hours. State statute provides that the corporate authorities may
enter into agreements such as the one proposed by Briarwood.
Motion by Trustee Caleel, seconded by Trustee Korin, to approve
Ordinance #2001 -TC -AG -EXI -S -993, "An Ordinance Authorizing
Execution of an Agreement for Enforcement of Certain Traffic
Regulations for Motor Vehicles in the Briarwood Lakes
Subdivision in the Village of Oak Brook ", as presented and waive
the full reading thereof.
VILLAGE OF OAK BROOK Minutes Page 6 of 20 June 12, 2001
M
ORD.#
01- TC -AG -E 1 -S -99
TRAFFIC REG,
BRWOOD LAKES
7. B. 2)
ROLL CALL VOTE
Ayes: 4 — Trustees Butler, Caleel, Craig and Korin.
Nays: 0 — None.
Absent: 2 — Trustees Miologos and Savino. Motion carried.
Trustee Craig inquired if our Police Department has a speed
monitor located on a police vehicle. He stated that Elmhurst has
one that seems very effective. Chief Pisarek will investigate this
further with the City of Elmhurst Police Department and
report his findings to the Board.
President Bushy asked that the records clearly show that no elected
officials are covered by the Village of Oak Brook health insurance
and so do not benefit in any way from the policies or changes about
to be discussed.
C. AWARD OF CONTRACTS:
1) INSURANCE RENEWALS
All of the insurance policies and agreements relating to the
Village's employee benefit program are scheduled to expire on June
30, 2001, the end of the 2000 -2001 Plan Year. The Village
currently utilizes Health Plan Management, Inc. (HPM) for third
party claims administration, and plan administration/consulting
services are performed by Mack & Parker, Inc. on a monthly
retainer. In recent years, stop -loss and group term life insurance
coverages have been placed on a net -of- commission basis through
Health Plan Management, rather than an insurance broker, with
oversight by Mack & Parker, Inc.
Like other employers, the Village has experiencd increasing claims
over the past several years. In order to determine whether the
current method of funding the Village of Oak Brook Health and
Dental Plan remains the least costly and most advantageous option,
the Village Board authorized and directed staff to issue a request for
proposals contemplating various funding options. Pursuant to this
authorization and 2001 Village Board Objective 133 -1, the
Village's benefits consultant was enlisted to prepare and issue the
RFP, analyze the results and recommend the most advantageous
option for the Village.
VILLAGE OF OAK BROOK Minutes Page 7 of 20 June 12, 2001
IN
INS.RENEWAL
7. C. 1)
HEALTH INSURANCE
Claims Administration
Third party claims administrative services for the Village have been
provided by Health Plan Management since 1993. Through the
RFP process, six companies, including HPM, submitted self - funded
proposals for the Oak Brook Health and Dental Plan. Four of these
companies were traditional third party administrators (TPAs), and
two were insurance companies.
Additionally, two insurance companies submitted fully insured
proposals that would not provide the same level of benefits as the
current plan, and also fail to provide savings financially. This is
significant since the Village is not able to unilaterally change health
benefits for employees subject to collective bargaining agreements.
Based on Mack & Parker's review of the proposals, the two offers
that emerged as the most favorable to the Village from a
cost/benefit perspective were self - funded proposals submitted by
HPM and Humana. The administrative fees quoted by HPM are
guaranteed for three years, and Humana has provided no such
guarantee.
The second factor that argues for a renewal with HPM concerns the
PPO provider. A switch to Humana requires a switch to the
Humana PPO provider. Humana's PPO network is smaller than the
current PPO provider with HPM. A provider disruption/savings
analysis between the two providers shows that the Preferred Plan
currently provides better access than Humana for both hospital and
physician categories. It is Mack and Parker's opinion that future
PPO saving would be lost if a switch is made to the Humana
network without substantial redirection into the Humana PPO
network.
Staff recommends renewing the agreement with Health Plan
Management for third party claims administration services for a
period of one year at the rate of $9.00 /participant /month plus the
$900 base fee.
Plan Administration
Plan administration represents the amount necessary to cover the
cost of plan consulting services provided by Mack and Parker, Inc.
VILLAGE OF OAK BROOK Minutes Page 8 of 20 June 12, 2001
I
7. C. 1)
($700 per month), and Health Plan Management's annual renewal
fee ($900). Mack and Parker, Inc. has proposed an increase in
their monthly fee from $600 to $700. Staff has increasingly called
upon Mack and Parker to provide advice, conduct research and
serve as liaison between the Village and HPM over the past several
years. On average, Mack and Parker provide 80 hours of service to
the Village annually, resulting in an hourly rate of $105. The
amount necessary to cover the cost of plan administration for the
2001 -2002 Plan Year is $3.55 /participant /month.
Specific and Aggregate Stop -Loss Insurance
It is recommended that the Village maintain the stop -loss
deductible at $50,000 and enter into a contract with ULL for stop -
loss coverage at the rates of $23.88 per participant per month for
specific- single coverage, $59.71 per participant per month for
specific - family, and $6.09 per participant per month for aggregate
coverage.
PPO Access/Utilization Review
Two other components needed to set equivalent premiums for
health insurance are the PPO access premium and utilization
review fee. Utilization review is necessary to pre- certify hospital
stays and treatments, and currently HPM subcontracts pre -
certification to Medical Cost Management. HPM includes its PPO
access premium in its utilization fee, and has proposed to raise its
fees by $35 per participant per month, or from
$4.20 /participant /month to $4.55 /participant /month.
Conversion Fee
This is a provision in our plan that allows former employees to
elect to convert to an individual policy with the selected vendor
after their rights under COBRA have expired. This provides the
participant with the ability for continued coverage. This option is
provided by Celtic Life Insurance at the rate of $.60 per participant
per month, and the rate has not changed since it was first instituted
in 1993.
Effective Health Insurance Rates for 2001 -2002
VILLAGE OF OAK BROOK Minutes Page 9 of 20 June 12, 2001
i�
7. C. 1)
Taking into account all of the components of the Village's health
insurance, the following are the recommended monthly equivalent
premiums for the coming year in order to fund the entire program:
HMO Alternative
The RFP also sought quotes for an HMO option. Three HMO
proposals were received, and the Blue Cross/Blue Shield proposal
emerged as providing the most competitive cost with the largest
provider network. The average cost savings per employee would
be approximately $125 to $130 per month compared to the HPM
self - insured program. However, there is no way to predict which
individuals, if any, would select the HMO, making an accurate
projection of cost savings impossible.
If the Village decides to offer the Blue Cross /Blue Shield HMO
alternative, implementation would be scheduled for September 1,
2001. This would provide sufficient time to complete the
necessary enrollment procedures. In this event, the initial plan
year would be for 10 months to ensure that both plans are renewed
on the same date in 2002.
If the HMO alternative is offered, it is recommended that the
monthly employee contribution (in dollars) be the same, as the
contribution required under the self - insured plan. (This will result
in a higher percentage contribution for the HMO option.)
VILLAGE OF OAK BROOK Minutes Page 10 of 20 June 12, 2001
M.
Single
Single +l
Family
Claims
272.58
479.50
687.38
Specific Premium
23.88
59.71
59.71
Aggregate Premium
6.09
6.09
6.09
PPO/Utilization
4.55
4.55
4.55
Claims Admin.
9.00
9.00
9.00
Plan Admin
3.55
3.55
3.55
Conversion Fee
.60
.60
.60
Total
320.25
563.00
770.88
2000/2001 Rates
272.14
485.91
668.97
HMO Alternative
The RFP also sought quotes for an HMO option. Three HMO
proposals were received, and the Blue Cross/Blue Shield proposal
emerged as providing the most competitive cost with the largest
provider network. The average cost savings per employee would
be approximately $125 to $130 per month compared to the HPM
self - insured program. However, there is no way to predict which
individuals, if any, would select the HMO, making an accurate
projection of cost savings impossible.
If the Village decides to offer the Blue Cross /Blue Shield HMO
alternative, implementation would be scheduled for September 1,
2001. This would provide sufficient time to complete the
necessary enrollment procedures. In this event, the initial plan
year would be for 10 months to ensure that both plans are renewed
on the same date in 2002.
If the HMO alternative is offered, it is recommended that the
monthly employee contribution (in dollars) be the same, as the
contribution required under the self - insured plan. (This will result
in a higher percentage contribution for the HMO option.)
VILLAGE OF OAK BROOK Minutes Page 10 of 20 June 12, 2001
M.
7. C. 1)
Dental Insurance
HPM submitted the most competitive proposal from among the
self - insured options. Although UniCare submitted a fully- insured
proposal that duplicates the current plan design and would
potentially save the Village approximately $10,000 in the first
year, this savings represents less than 1% of the overall Health and
Dental Care program cost.
Because a change to this fully- insured option would not result in a
significant overall savings and because doing so would again
subject the Village to additional cost in terms of staff time,
disruption and control, the recommendation of the Village's
consultant and staff is to remain with HPM at a monthly
participant rate of $1.90 (unchanged from the current plan year).
As was the case for health claims this year, the Village also
experienced increased costs for dental claims. For the upcoming
year, staff recommends increasing the monthly dental premiums
from $22.84 to $23.66 for single coverage, and from $70.53 to
$73.08 for family coverage. This should be sufficient to fund
administrative costs and anticipated claims for the coming year.
Life Insurance
The Village provides $50,000 of group term life insurance and AD
& D coverage to all full -time employees. CNA Group Benefits
proposed a two -year rate of $0.19 per $1,000 per month, which
will result in a two -year saving of $6,660 over the Village's
current rate with American International Group (AIG). Staff
recommends switching life and A D & D insurance carriers from
AIG to CNA effective July 1, 2001 at a monthly rate of $0.19 per
$1,000. (Note that this rate is also net of commission.)
Vision Insurance
The Village currently utilizes Vision Service Plan (VSP) as its
vision insurance provider. Employee coverage is paid for by the
Village, with dependent coverage being optional and fully paid for
by the employee.
Fully insured offers from Spectera and Superior Vision would
produce modest cost savings over the current VSP program.
VILLAGE OF OAK BROOK Minutes Page 11 of 20 June 12, 2001
1-6
7. C. 1)
However, both of these options have smaller networks than VSP.
Even more importantly, there are differences in the benefits
offered that would preclude the Village from implementing either
plan within the two bargaining units. For these reasons, and based
on the recommendation of Mack and Parker, staff recommends
that the Village renew with VSP for an additional year at the
unchanged monthly rates of $7.71 /month for each employee and
$16.58 /month for dependent coverage.
Flexible Spending and COBRA Administration
Currently, HPM administers the Village's Section 125 Flexible
Spending Plan. Quotes were obtained for Flexible Spending
administration. Based on overall cost and ease of coordination
associated with having the same third party administer the Flex
Plan and the Health and Dental Care program, staff recommends
retaining HPM as its Flexible Spending Administrator at the rate
of $4.00 per participant per month.
Quotes were also received for COBRA and HIPAA administration.
The Village currently performs these functions internally, and
based on the ease with which these programs are administered, the
recommendation is to continue to self - administer these programs.
Employee Contributions — Health and Dental
The Village contributes 100% of the equivalent premium for
employees, and 95% of the equivalent premium attributable to
dependent coverage (i.e. 5% of the difference between the single
coverage equivalent premium and single plus one or family
coverage equivalent premiums). The formula is applicable for
non - represented and represented employees alike.
Based on the proposed 2001 -2002 equivalent premiums,
employees opting for single plus one coverage would contribute
$14.61 per month, and employees opting for family coverage
would contribute $25.00 per month to the Self Insurance Fund,
beginning in July 2001. This represents a 12% increase to the
current employee contributions of $13.08 and $22.23, respectively.
President Bushy commended Assistant Village Manager Crotty for
his efforts in developing the health insurance program for the
Village of Oak Brook.
VILLAGE OF OAK BROOK Minutes Page 12 of 20 June 12, 2001
L�
7. C. 1)
Trustee Caleel asked what is the level of satisfaction of our employees.
Assistant Manager Crotty stated there haven't been complaints with the
present programs. President Bushy acknowledged Howard Trier,
President of the Oak Brook Park District Board, in attendance of the
meeting as their employees are members of our insurance program.
The Village has offered our insurance program to their employees for
many years.
Motion by Trustee Caleel, seconded by Trustee Butler , that the Village
Board authorize the Village Manager to enter into agreements for third
party claims administration services; specific and aggregate stop -loss
insurance for the Village of Oak Brook Health and Dental Plan; group
term life insurance; and group vision insurance; all for the period
beginning July 1, 2001 and ending June 30, 2002 pursuant to the staff
recommendations of Assistant Village Manager Crotty's memorandum
of June 8, 2001.
ROLL CALL VOTE:
Ayes: 4 — Trustees Butler, Caleel, Craig and Korin.
Nays: 0 — None.
Absent: 2 — Trustees Miologos and Savino. Motion carried.
D. APPROVAL OF AMENDMENTS TO CONTRACT - LIBRARY
ARCHITECTURAL SERVICES
Philips Swager Associates (PSA) is requesting an increase of $22,500
in the Furnishings, Fixtures and Equipment (F, F & E) portion of the
architectural contract approved by the Village Board on November 28,
2000.
This request is based on the change in scope of the work required for
the F, F & E package. At the time the contract was signed it was
thought that the documentation received from the design architect was
substantially complete. The negotiated cost of PSA's F, F & E work
was based on the expectation that the scope of work would include
clean -up of the documents and issuance of the same bid. After detailed
study of the documents and discussion with Library staff and Village
administration, PSA learned that:
1. Some of the furniture originally specified is no longer
available, and can therefore not be specified for bidding.
2. Some of the furniture had never been specified, or in the
case of some pieces, fabrics had not been selected.
VILLAGE OF OAK BROOK Minutes
";
Page 13 of 20
June 12, 2001
AMEND LIB.
ARCH.SERV.
7. D.
3. The balance of the furniture had not yet been either seen
or approved by Village representatives.
The service that PSA has rendered and will continue to render through
installations makes the building more user friendly, easier for staff to
monitor and has provided the Library staff with the opportunity to see
the furnishings that will create a warm, inviting and functional
environment for Oak Brook residents.
The modest functionality upgrades that PSA has offered are expected to
minimize or eliminate the need for closed circuit cameras for
monitoring some areas of the building. In the event that such
equipment were to be necessary, staffing costs would also rise.
Motion by Trustee Korin, seconded by Trustee Craig, that the Board of
Trustees approve the following two amendments to the architectural
contract with Philips Swager Associates:
A. Increase the contract amount for Furnishings, Fixtures and
Equipment by $22,500 for pre -bid work through installation
oversight for the Library Building Project. This will increase
the Furnishings, Fixtures and Equipment portion of the contract
from $6,500 to $29,000.
B. Increase the contract amount for Marchris Engineering, Ltd., the
civil engineering subconsultant, by $2,800 from $5,500 to
$8,300 for redesign of the sanitary sewer to add the lift station
previously approved in Change Order #1 to the construction
contract and determine that this change is necessary due to code
regulations.
These amendments increase the total architectural contract with Philips
Swager Associates by $25,300 from $95,100 to $120,400.
ROLL CALL VOTE
Ayes: 4 — Trustees Butler, Caleel, Craig and Korin.
Nays: 0 — None.
Absent: 2 — Trustees Miologos and Savino. Motion carried.
Manager Veitch explained that the extent to which the furniture
specifications had been brought along prior to changing from the
design architect to the construction administration architect proved to
be not quite complete as had planned.
VILLAGE OF OAK BROOK Minutes Page 14 of 20 June 12, 2001
ALI
7. D.
The work when received by PSA nearly three years later found that
much of the equipment and furnishings specified are no longer
available making it necessary for new selections in many areas. This
increased the additional time of the architect. The design services of
this area of the project will be less than $70,000 including the design
and construction administration architect.
8. INFORMATION & UPDATES: INFO &
UPDATES
A. PRESIDENT VILL PREs
President Bushy continues to be involved in the Metropolitan Mayors
Caucus and has been appointed to the World Business Chicago
Committee that actively participated in bringing the Boeing
Corporation to Chicago. Some of the executives from Boeing have
found Oak Brook to be a favorable community for their residency. The
Economic Development Committee of the Metropolitan Mayors
Caucus will meet this week to discuss a major redevelopment in the
brown fields, many of which are on the south side of Chicago. This is
to insure the general economic health of the metropolitan region.
B. VILLAGE MANAGER: No report was given.
VLLC MGR
9. DEPARTMENTAL REPORTS:
DEPT. RPTS
Community Development
Trustee Savino
Finance & Purchasing
Trustee Craig
Library & Technology
Trustee Korin
Public Safety
Trustee Caleel
Engineering, Public Works & Safety Pathway System
Trustee Miologos
Sports Core, Community Events & Hotel, Convention
Trustee Butler
& Visitors Committee
Village Clerk
Clerk Gonnella
Departmental reports were accepted as presented.
10. UNFINISHED AND NEW BUSINESS (Final Action Not Anticipated):
A. MOTION TO AUTHORIZE VILLAGE ATTORNEY TO PREPARE DPMMc
RESOLUTION FOR DUPAGE MAYORS AND MANAGERS PLT of cores
CONFERENCE - (1220 OAK BROOK ROAD) - PLAT OF 1220 oB RD
CONSOLIDATION
VILLAGE OF OAK BROOK Minutes Page 15 of 20 June 12, 2001
10. A.
The Plan Commission at its meeting on April 16, 2001, by a vote of 6
to 0, recommended approval of this 2 -lot plat of consolidation. This
request submitted by the Village of Oak Brook, consolidates the
existing 1220 Oak Brook Road parcel with Lot 82 of the Forest Gate
Subdivision to create a single parcel of .918 acres and is required for
the sale of the property to the DuPage Mayors and Managers
Conference. Once approved, the Conference is proposing an expansion
of the existing building and parking lot in accordance with the amended
special use (5 -989) approved on March 27, 2001.
In making this motion, the Commission included the condition that
several minor drafting changes are made to the final plat.
This agenda item was continued for further discussion from the Village
Board Meeting of May 8, 2001 to a Committee of the Whole Meeting
of May 21, 2001.
Motion by Trustee Caleel, seconded by Trustee Butler, to place on the
table Agenda Item 10. A. Motion to Authorize Village Attorney to
Prepare Resolution for DuPage Mayors and Managers Conference.
VOICE VOTE: Motion carried.
Manager Veitch reiterated that the plat of consolidation is not an
essential prerequisite to the closing on the sale as long as the
conference is willing to forego the plat.
Trustee Butler indicated he is not inclined to sell Village property but
the prior Board committed to the sale of the property and the Village
must honor the contract and follow through with it. Trustee Caleel
concurred with Trustee Butler. Trustee Korin stated she is not in
support of the sale of the property as it is important to represent the
residents wishes to maintain our property
Motion by Trustee Butler, seconded by Trustee Caleel, to authorize the
Village Attorney to draft the necessary resolution for final
consideration at the Village Board Meeting of June 26, 2001. VOICE
VOTE: Ayes: President Bushy, Trustees Butler and Caleel. Nays
Trustees Craig and Korin. Motion carried.
5. J. APPROVAL OF THE DUPAGE MAYORS & MANAGERS DPMMC DUES
CONFERENCE 2001/2002 MEMBERSHIP RENEWAL AND
PAYMENT DUES AND DEBT SERVICE ASSESSMENT
VILLAGE OF OAK BROOK Minutes Page 16 of 20 June 12, 2001
Ic
5. J.
Trustee Korin asked if the payment of the debt service assessment is
part of the contract with the Conference. Manager Veitch explained
that the assessment is part of our membership to the Conference. The
assessment covers the cost to the Conference for capital improvements.
Trustee Korin stated she does not agree with it but will not challenge it.
Motion by Trustee Caleel, seconded by Trustee Butler, to approve the
Annual Debt Service Assessment of $1,622.00 to the DuPage Mayors
and Managers Conference ROLL CALL VOTE:
Ayes: 4 — Trustees Butler, Caleel, Craig and Korin.
Nays: 0 — None.
Absent: 2 — Trustees Miologos and Savino. Motion carried.
10. B. RECOMMENDATION - MAGGIANO'S — (240 OAK BROOK
CENTER) — AMENDED SPECIAL USE
Special Use — The Plan Commission by a vote of 5 to 0, and the Zoning
Board of Appeals by a vote of 6 to 0, have recommended approval of
the request from Maggiano's /Corner Bakery Inc. seeking approval of
an amended special use to accommodate an expanded outdoor dining
area which increases the maximum seating from 54 to 88 at its
restaurant located in Oakbrook Center. If approved, the outdoor
seating arrangement will be set up by April 15th and be removed by
October 15th of each year.
In recommending approval, the Plan Commission and Zoning Board of
Appeals required that the development shall be in substantial
conformance with the plans as submitted and subject to the conditions
of operation.
In making these recommendations, the Zoning Board of Appeals
agreed with the Plan Commission finding that the petitioner has
addressed the Zoning Ordinance standards for an amended special use.
In particular, it was found that the special use would be operated so that
the public health, safety and welfare will be protected and there will be
no substantial injury to other property in the neighborhood.
Patrick D'Andrea, General Manager, Maggiano's Corner Bakery and
Edwin Stockman, Facilities Manager were in attendance of the
meeting.
VILLAGE OF OAK BROOK Minutes Page 17 of 20
June 12, 2001
REC. MAGGIANO
AMEND SP. USE
1 '
C
Mr. D'Andrea stated sixteen dining tables were removed so that a piano
bar could be installed for their patrons in a waiting area. The tables that
were removed will be placed outside in the expanded outdoor dining
area.
Motion by Trustee Caleel, seconded by Trustee Korin, that the Village
Board concur with the recommendations of the Plan Commission and
Zoning Board of Appeals, and authorize the Village Attorney to draft
the necessary ordinances for final consideration at the Village Board
June 26, 2001 meeting. VOICE VOTE. Motion Carried.
RECOMMENDATION — YORKSHIRE GLEN OF OAK BROOK -
(4 YORKSHIRE DRIVE) — FINAL PLAT
Final Plat of Subdivision — At its meeting on March 19, 2001, the Plan
Commission reviewed an application from Yorkshire requesting
approval of a final plat subdivision for the property located at 4
Yorkshire Drive. The Board approved a seven lot preliminary plat of
subdivision on July 25, 2000 for this parcel. As part of this request, the
applicant is seeking waiver of the Village requirement to install street
lights at the intersection of Yorkshire Drive and Glen Court.
By vote of 4 to 0, the Plan Commission recommended approval of the
final plat to be known as the Yorkshire Glen of Oak Brook subject to
the following conditions:
1. To not waive the required street light at the intersection
of Yorkshire Drive and Glen Court.
2. Address the issues contained in the memorandums dated
January 11, 2001 and March 13, 2001 from Village
Engineer Durfey including final engineering approval.
3. Provide details of the proposed wall that will be
incorporated into design of the stormwater management
facility for the development.
To this last issue, the applicant has provided the necessary details for
the proposed wall. Because of a change to the configuration of the
stormwater management facility, the actual wall height has been
decreased to two feet along Harger Road and three feet as seen from the
future homes in the Subdivision.
VILLAGE OF OAK BROOK Minutes Page 18 of 20 June 12, 2001
REC- YKSHIRE
GLEN - F. PLAT
10. C.
In making this recommendation, the Plan Commission found that the
final plat is in substantial conformance with the approved preliminary
plat. In addition, it was found that the applicant has addressed the
standards required for approval of a final plat of subdivision.
In attendance of the meeting was Ed Resner, Eddy Resner Engineering
representing the applicant.
He asked if it is the Board's procedure to have two votes. A plat of
vacation of an easement that is no longer needed and the second is the
plat. Village Engineer Durfey stated that the applicant does have a
separate plat of vacation that could be addressed by the Village Board
at their next meeting including a resolution of approval for the
subdivision.
Motion by Trustee Caleel, seconded by Trustee Butler, to authorize the
Village Attorney to draft the necessary resolution for final
consideration at the Village Board of June 26, 2001 meeting. VOICE
VOTE: Motion carried.
D. RECOMMENDATION — LIBRARY COLLECTION REC -Lie. Cod..
MANAGEMENT POLICY McMT. POLICY
The Collection Management Policy and the disposal of collection
materials portion of the Illinois Local Library Act were first adopted by
the Board in 1995. In conformance with Serving Our Public, the
Illinois public library benchmark tool, this policy requires biennial
review and adoption by the Library Commission. Additionally, it is
appropriate and beneficial that we examine this document regularly.
Following the Library Commission's adoption of the policy, approval
by the Village Board is sought to place the policy with any revisions
into Village ordinance. The Library Director, staff and Library
Commissioners have worked through this policy and the recommended
changes were adopted by the Library Commission at its meeting on
May 15, 2001.
Motion by Trustee Caleel, seconded by Trustee Butler, that the Village
Board direct the Village Attorney to draft an ordinance adopting the
Oak Brook Public Library's Collection Management Policy as adopted
by the Library Commission at its meeting of May 15, 2991. VOICE
VOTE. Motion Carried.
11. OTHER BUSINESS PERTAINING TO VILLAGE OPERATIONS: None.
VILLAGE OF OAK BROOK Minutes Page 19 of 20 June 12, 2001
12. ADJOURNMENT
Motion by Trustee Craig, seconded by Trustee Caleel, to adjourn the regular
meeting of the Board of Trustees at 10:01 p.m. VOICE VOTE: Motion
carried.
ATTEST:
Linda K. Gonnella, CMC
Village Clerk
BOT- 061201
VILLAGE OF OAK BROOK Minutes Page 20 of 20 June 12, 2001
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