Minutes - 07/10/2001 - Board of TrusteesMINUTES OF THE JULY 10, 2001 REGULAR
MEETING OF THE PRESIDENT AND BOARD OF
TRUSTEES OF THE VILLAGE OF OAK BROOK
UNOFFICIAL UNTIL APPROVED AS WRITTEN BY
VILLAGE BOARD ON JULY 24, 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 7:53 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, Susan Chase Korin, Elaine Miologos
and Alfred P. Savino.
ABSENT: None.
IN ATTENDANCE: Stephen B. Veitch, Village Manager; Robert L. Kallien,
Jr., Director of Community Development; Richard A. Martens, Village
Attorney; Ruth Martin, Library Director; Michael Meranda, Director of Public
Works; Bonnie Sartore, Bath & Tennis Club Manager; Fire Captain Rob
Cronholm, Fire Lt. Mark Schoppe and Raymond Scott, Christ Church of Oak
Brook.
3. ANNOUNCEMENTS AND OPEN FORUM: ANNOUNCE
Trustee Butler announced that the Bath & Tennis Club will be hosting a swim -
a-thon on August 25`h from 6:00 a.m. to 6:00 p.m. benefiting the Cystic
Fibrosis Foundation. Swimmers from the Oak Brook Bath & Tennis Club,
Hinsdale Golf Club and the Butterfield Country Club will be swimming on
behalf of the Foundation. A per lap or fixed dollar donation would be
appreciated and it is tax deductible. Please contact Rich Rybar at 850 -7465 or
Kathy Moran at 954 -2944 for further information.
Trustee Butler commended Public Works Director Mike Meranda and his staff
for their tremendous efforts with the pool problems at the Bath & Tennis Club
which has been rectified. He also thanked the Fire and Police Department
personnel, Bath & Tennis Club staff, R & B Enterprises and Melrose
Pyrotechnics for a fantastic Oak Brook fireworks event.
4. APPROVAL OF MINUTES: MINUTES:
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VILLAGE OF OAK BROOK Minutes Page 1 of 10 July 10, 2001
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Motion by Trustee Korin, seconded by Trustee Craig, to approve the minutes
of the Regular Board of Trustees Meeting of June 26, 2001 as presented and
waive of full reading thereof. VOICE VOTE: Motion carried
CONSENT AGENDA:
Items on the Consent Agenda were routine in nature and enacted in one
motion. Trustee Korin requested Agenda Item C. 4. Change Orders #10 and
#22 through #31 Bath & Tennis Clubhouse Renovation and Expansion be
removed from the Consent Agenda for further discussion. Trustee Miologos
requested Agenda Item G. Authorization to Negotiate — Street Sign
Replacement Project be removed from the Consent Agenda for further
discussion.
Motion by Trustee Savino, seconded by Trustee Caleel, to approve the Consent
Agenda with the exception of Agenda Items C. 4 and G. as presented. ROLL
CALL VOTE:
Ayes: 6 — Trustees Butler, Caleel, Craig, Korin, Miologos and Savino.
Nays: 0 — None.
Absent: 0 — None. Motion carried.
C.AGENDA
.APPROVAL:
A. APPROVAL OF BILLS - $609,952.27 (TOTAL) BILLS -
$609,952.2?
B. APPROVAL OF PAYROLL FOR PAY PERIOD ENDING PAYROLL
June 23 2001 - $530,505.13 (TOTAL) $530,505.13
C. APPROVAL OF CHANGE ORDERS:
1) CHANGE ORDER #5- LIBRARY BUILDING PROJECT LIBRV PRO.)
2) CHANGE ORDER #3 — 1999 PAVING & WATER MAIN 1999 PVING
PROJECT WTR MAIN PRO.1
3) ENGINEER'S FINAL PAYMENT ESTIMATE AND CHANGE ENGR'S PYM'I
IN PLANS — NO. 1 — 2000 MFT PAVING PROJECT '00 MFT PVNG
D. APPROVAL OF PAYOUTS:
1) PAYOUT #5 — HARBOUR CONTRACTORS INC - MUNICIPAL MUNICIPAL.
MUNICIPAL COMPLEX PROJECT - $264,802.97 CMPLx PROJ
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2) PAYOUT # 6 & FINAL — CALLAGHAN PAVING, INC. - 1999 '99 PAV & WTR
PAVING & WATER MAIN PROJECT - $54,584.06 MAIN PROJ
3) PAYOUT # 11 — JAMES J. BENES & ASSOCIATES - 2001 '01 PAV & w IR
PAVING & DRAINAGE PROJECT - $18,840.88 MAIN PRO.1
4) PAYOUT #5 - PHILIPS SWAGER ASSOCIATES - LIBRARY LIBRARY PR.I
BUILDING PROJECT & ARCHITECTURAL CONTRACT
AMENDMENT - $32,756.98
E. APPROVAL OF REFERRALS:
1) ARIAS /RADDAWI — 10 LOCHINVAR LANE — VARIATION Io LOCHINVAR
SIDE YARD SETBACK — REFER TO ZONING BOARD OF VAR SIDE YARD
APPEALS MEETING OF AUGUST 7, 2001 SETBACK
F. APPROVAL OF AUTHORIZATION TO SEEK BIDS OR
PROPOSALS:
1) AMBULANCE REPLACEMENT AMBULANCE RI:P
2) GOLF COURSE CART PATH PAVING CART PA-1 H PVNc
H. RESOLUTION 2001 — ISTHA - EX1 — R - 783, A RESOLUTION RES AU`fH PRM I
AUTHORIZING AN APPLICATION FOR A PERMIT TO USE USE TOL1 HWY R
TOLL HIGHWAY RIGHT — OF — WAY (WOOD GLEN LANE
PATHWAY — ISTHA PERMIT APPLICATION
6. ITEMS REMOVED FROM CONSENT AGENDA: RMVEC. AG1 :NDA
5. C. 4) CHANGE ORDERS #10 AND #22 THROUGH #31 — BATH & B &T CLUBHOUSE
TENNIS CLUBHOUSE RENOVATION & EXPANSION RI-NOV & LXPAN
Trustee Korin asked if there was a completion date for this project. She voiced
her concern of the 10% cost overruns of the construction project when it was
originally anticipated at 5 %. The membership is not up to what it is budgeted,
as the Club is already half way through their season. Trustee Butler explained
that the largest change order ($33,000) reflected in the $70,000 will be
returned to the Village. He didn't feel that the completed clubhouse would
directly impact the number of swim members. The priority of the clubhouse is
to increase the catering activities. The pool and tennis activity three months of
the year will never generate enough revenue to cover expenditures.
VILLAGE OF OAK BROOK Minutes Page 3 of 10 July 10, 2001
6. ITEMS REMOVED FROM CONSENT AGENDA: (continued)
5. C. 4)
All of the commitments for the Club's clients have been met during the
construction phase even though the food has been prepared from the Golf
Clubhouse kitchen. The Saddle Club Room is finished and 500 people were
fed for the Bath & Tennis fireworks event.
Trustee Korin stated she thought construction might have discouraged some
people from joining. She asked how many parties need to be booked and what
rate, weekends, etc. to pay the expenses. Bath & Tennis Club Manager Sartore
explained that the Village's audit firm had projected the number of functions
needed to cover the costs of operations and produced a performa. A copy of
the performa is available. President Bushy noted that on the last page of the
Trustees packet is a summary of the budget, adjustments, change orders and
expenditures to date. The unfunded balance shows as $100,024.00 but that the
proceeds from land sale for the 31St Street project will more than cover this
amount.
Trustee Butler remarked that the Bath & Tennis Club is a revenue source for
the Village and an asset that can be of a great benefit. The remodeling of the
Golf Clubhouse has been very beneficial and now the Village is addressing the
Bath & Tennis Club as well. It is planned that the Bath & Tennis Club will
generate a twelve -month revenue producing facility for the Village.
Trustee Miologos asked for a copy of the feasibility study for the Bath &
Tennis Clubhouse project. She inquired if the Club would generate a profit.
Manager Sartore explained it is designed to generate a profit. The banquet
bookings are ahead of the projected target. Presently, net revenue generated is
reduced due to the food having to be prepared at the Golf Clubhouse and
transported to the Bath & Tennis Club. This will improve once the Club
kitchen is operational without rental and transportation costs. Trustee
Miologos asked that additional information of bookings and revenues
generated from the food and beverage operation is included in the membership
report. Manager Sartore noted that it is included in the quarterly report.
Trustee Caleel suggested that the civic organizations that are given a discount
price be shifted to a meeting room in the Library or Golf Clubhouse. Manager
Sartore offered that many people from these organizations require food service
when they use the facility. Now with three rooms available at the Bath &
Tennis Club, staff should be able to shift smaller groups to the other rooms.
President Bushy explained that food costs or rentals are charged only the room
rental fee is not charged or is reduced for the civic organizations.
VILLAGE OF OAK BROOK Minutes
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Page 4 of 10 July 10, 2001
6. ITEMS REMOVED FROM CONSENT AGENDA: (continued)
5. C. 4)
Trustee Miologos asked if the pool repair costs from the Public Works
personnel are being charged to the Bath & Tennis Club. Manager Veitch
explained that those costs are being tabulated and paid for from the Water
Fund, as the water utility crew did the repair work, for the time being.
Staff is preparing a claim for the costs the Village incurred for the emergency
repairs and the costs of refunding the prorata membership fees, program and
lesson fees and business interruption for pool side food and beverage for the
eight day period. The claim with be submitted to IRMA. It should not affect
project cost or the Bath & Tennis Club except to the extent of the estimated
costs of relocating these pipes sooner and in a more convenient and cost
effective manner.
Motion by Trustee Caleel, seconded by Trustee Savino, to approve C. 4.
Change Orders #10 and #22 through #31 — Bath & Tennis Clubhouse
Renovation & Expansion.
ROLL CALL VOTE:
Ayes: 6 — Trustees Butler, Caleel, Craig, Korin, Miologos and Savino.
Nays: 0 — None.
Absent: 0 — None. Motion carried.
5. G. AUTHORIZATION TO NEGOTIATE — STREET SIGN
REPLACEMENT PROJECT
Trustee Miologos noted in the Manager's weekly memorandum the reference
to Agenda Item 5. G. The funds have been budgeted in the General Corporate
Fund. If the Village Board chooses to go forward with this purchase, the
opportunity exists to fund this from the Infrastructure Fund program called
Street Improvements (461). Thus the purchase could be funded from the utility
tax revenue without deviation from existing Village Board policy. The Village
would shift $120,000 to possibly $200,000 expenditures from the General
Fund to the Infrastructure Fund. She asked if the plantings of the medians
could be included. President Bushy requested that this subject be discussed
separately.
Trustee Caleel explained he would not vote for this expense at this time even
though it could be expensed from the Infrastructure Fund because the next step
would be to increase the utility tax. He could not support this when the sales
tax revenue is down 13 %.
VILLAGE OF OAK BROOK Minutes
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Page 5 of 10
July 10, 2001
STREET SIGN
RPLCMN "f PRO.)
6. ITEMS REMOVED FROM CONSENT AGENDA: (continued)
5. G.
Manager Veitch explained that utilizing funds from the Infrastructure Fund is
based on the 2001 Paving and Drainage Project being $350,000 under budget
and that very few changes have occurred. The Infrastructure Fund could
handle the street sign replacement if the Village Board wishes to go ahead with
the project. He further explained that staff is considering an increase in the
telecommunication tax, not the utility tax. Public Works Director Meranda
explained the $25,000- $30,000 project cost would be for replacement of the
posts, sign blades and some type of bracket similar to the existing ones. He
would need time to study different alternatives, which would include new
posts, 9" sign blades and brackets.
Trustee Savino requested going ahead with this project as it would enhance
Oak Brook and he supported using funds from the Infrastructure Fund. He
remarked that he didn't see a need to raise taxes, as using funds from the
Infrastructure Fund would free the funds from the General Fund to be used as
necessary. Manager Veitch explained in the new Five Year Plan, staff will
recommend funding a broader scope of street right -of -way activities, which
could include landscaping using the utility tax revenue. Also, staff will
recommend consideration of the use of utility tax revenue for funding
equipment replacement. This was part of the original intent but during the
strong sales tax revenue years the Village moved away from it in order to
control the rates of the utility tax.
Public Works Director Meranda requested authorization to negotiate with the
suppliers of the two leading samples and to include the cost of a third option of
replacement. President Bushy remarked that this project is a result of a request
from the homeowner presidents meeting, as they asked for better Village
beautification signage. Trustee Caleel asked if Director Meranda could also
include the cost of the street sign replacements similar to what is presently
installed. Trustee Miologos also requested staff to do an Infrastructure Fund
analysis.
Motion by Trustee Savino, seconded by Trustee Miologos, to authorize the
Public Works Director to negotiate with the two preferred suppliers for the
street sign replacement project and the cost of a third option of replacement.
VOICE VOTE: Motion carried.
7. ACTIVE AGENDA (Items for Final Action):
A. APPOINTMENTS:
VILLAGE OF OAK BROOK Minutes Page 6 of 10 July 10, 2001
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ACTIVE AGF,NDA
7. A.
RATIFICATION - RENEWAL OF EMPLOYMENT AGREEMENT - VILFaGF. MNGR's
VILLAGE MANAGER — STEPHEN B. VEITCH coNTRAC-r RNw
Motion by Trustee Caleel, seconded by Trustee Butler, to ratify the
consensus reached at the Village Board Closed Meeting of June 26,
2001 to renew Village Manager Stephen B. Veitch's Employment
Agreement with the Village of Oak Brook effective June 1, 2001 with a
5% salary increase (current salary $115,000 to a new salary of
$120,750, and a one time bonus of $3,000).
ROLL CALL VOTE:
Ayes: 6 — Trustees Butler, Caleel, Craig, Korin, Miologos and
Savino.
Nay: 0 — None.
Absent: 0 — None. Motion carried.
President Bushy publicly commended Manager Veitch for his efforts
on behalf of the Village of Oak Brook and the Board.
B. ORDINANCES & RESOLUTIONS:
1) ORDINANCE #2001 — ZO -V -S -997, AN _ ORDINANCE
GRANTING A VARIATION FROM THE PROVISIONS OF oRD #01- zo -v -s -9
TITLE 13 SECTION 13 -14 -6 OF THE VILLAGE CODE OF THE FRNT YARD sr. F-
VILLAGE OF OAK BROOK RELATIVE TO A FRONT YARD BACK (909 MIRK
SETBACK (909 Merry Lane, Oak Brook, IL 60523) FANF)
Ordinance # 2001- ZO -V -S -997, "An Ordinance Granting a
Variation From the Provisions of Title 13, Section 13 -14 -6 of the
Village Code of the Village of Oak Brook Relative to a Front Yard
Setback (909 Merry Lane, Oak Brook, IL 60523) ", grants a front
yard variation to allow an approximate two -foot encroachment into
the 40 -foot required front yard setback at 909 Merry Lane.
Motion by Trustee Savino, seconded by Trustee Caleel, to approve
Ordinance #2001- ZO -V -S -997, "An Ordinance Granting a
Variation from the Provisions of Title 13, Section 13 -14 -6 of the
Village Code of the Village of Oak Brook Relative to the Front
Yard Setback (909 Merry Lane, Oak Brook, IL 60523) ", as
presented and waive the full reading thereof.
VILLAGE OF OAK BROOK Minutes Page 7 of 10 July 10, 2001
7. B. 1)
ROLL CALL VOTE:
Ayes: 6 — Trustees Butler, Caleel, Craig, Korin, Miologos and
Savino.
Nays: 0 — None.
Absent: 0 — None. Motion carried.
2) ORDINANCE #2001 — ZO — SU — S — 998, AN ORDINANCE 0RD #01- zo -sU -S
AMENDING ORDINANCES 5 -729, 5 -919 AND 5 -987 AND GRANT A SPIVIA
GRANTING AN AMENDED SPECIAL USE PERMIT Use PI -IM F
(CHRIST CHURCH OF OAK BROOK 501 OAK BROOK
ROAD, OAK BROOK, IL 60523) (CHRIST CHURCH
Ordinance 2001- ZO -SU -S -998 "An Ordinance Amending
Ordinances 5 -729, 5 -919 and 5 -987 and Granting an Amended
Special Use Permit (Christ Church of Oak Brook, 501 Oak Brook
Road, Oak Brook, IL 60523) ", grants an amended special use
permit to allow for the construction of 36 additional parking spaces,
10 of which will have full access to York Road and the remaining
26 spaces to have access to southbound York Road only for Christ
Church of Oak Brook, 501 Oak Brook Road, Oak Brook, IL 60523.
Motion by Trustee Savino, seconded by Trustee Butler, to approve
Ordinance #2001- ZO -SU -S -998, "An Ordinance Amending
Ordinances 5 -729, 5 -919, and 5 -987 and Granting an Amended
Special Use Permit (Christ Church of Oak Brook, 501 Oak Brook
Road, Oak Brook, IL 60523) ", as presented and waive the full
reading thereof.
ROLL CALL VOTE:
Ayes: 6 — Trustees Butler, Caleel, Craig, Korin, Miologos and
Savino.
Nays: 0 — None.
Absent: 0 — None. Motion carried.
C. AWARD OF CONTRACTS: None
8. INFORMATION & UPDATES: INFO
UPDATES
A. VILLAGE PRESIDENT vi _Lc; PRES
President Bushy announced that she received materials from one of the U. S.
Conference of Mayors seminars in Detroit regarding a nationwide program of a
campaign against breast cancer and prostate cancer.
VILLAGE OF OAK BROOK Minutes
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Page 8 of 10 July 10, 2001
8. A.
Local municipalities are providing people with information for testing of these
diseases. If the Board is interested, she will bring the materials to the next
Village Board meeting. Presently, over 1,000 municipalities already
participate in this program and 3,000 are expected at the end of this year. The
Village Board requested that this material be given to the Board for their
consideration. Trustee Savino suggested that this be included in our Village
newsletter. Trustee Korin also offered that the Civic Association is putting
together their annual calendar and perhaps this information could be included.
President Bushy will contact Joan Philip, Oak Brook Civic Association, and
ask if this information could be included.
B. VILLAGE MANAGER:
Manager Veitch thanked the Village Board for the honor of serving Oak
Brook.
9. DEPARTMENTAL REPORTS:
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. The Board discussed the
local AT &T cable services. The federal government stripped much of the
regulation powers of municipalities over these services. The Board requested
staff draft a letter for the Village Board expressing its disappointment with the
cable service in Oak Brook.
The Board discussed the upcoming 31S` Street widening project. Trustee Korin
asked if the Village could request IDOT to expand the green time of the traffic
signal on 22nd Street at Route 83 during the 31sst Street construction project.
This intersection is in Oakbrook Terrace and staff will enlist the partnership of
both communities in their request to IDOT.
10. UNFINISHED AND NEW BUSINESS (Final Action Not Anticipated): No
Business
VILLAGE OF OAK BROOK Minutes Page 9 of 10 July 10, 2001
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VLLG MGR
DEPT. RPTS
UNEIN & NIAV
BUSINESS
11. OTHER BUSINESS PERTAINING TO VILLAGE OPERATIONS:
Trustee Miologos commended Golf Manager VanDyke for the revenue
generated from golf activities. She inquired as to what might happen to the
Village Library once the new one is completed. President Bushy suggested
that the Oak Brook Historical Society needs a permanent place and the facility
could be used on the first floor for storage of their artifacts. The Village would
need to negotiate responsibility and insurance on this then you could justify
maintaining the fagade of the building. If the second floor is used only for
storage, with no public access or job requirement, it could be used without
ADA compliance. It would be appropriate, closer to the building project being
completed, to talk to the Historical Society. Manager Veitch noted that the
lower level is minimally ADA compliant.
Trustee Miologos remarked she had been asked how one proposes a stop sign
installation in the Village. Manager Veitch explained it is appropriate for the
resident or homeowner association president to write a request to the Village.
Trustee Miologos also inquired if the street sign replacement project proposed
to be funded by the Infrastructure Fund also include beautification. Manager
Vietch explained that is being considered in the Five Year Financial Plan.
12. ADJOURNMENT
Motion by Trustee Craig, seconded by Trustee Caleel, to adjourn the meeting
at 9:34 p.m. VOICE VOTE: Motion carried.
ATTEST:
Linda eGonnella, CMC
Village Clerk
BOT- 071001
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