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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: BOT 06%26%01 VILLAGE OF OAK BROOK Minutes Page 1 of 10 July 10, 2001 14 9 E 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 VILLAGE OF OAK BROOK Minutes Page 2 of 10 July 10, 2001 /C- Q 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 ti 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 Z� 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 �G' 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 1� �- 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 vo 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 VILLAGE OF OAK BROOK Minutes 4 Page 10 of 10 July 10, 2001 O HER BI;SINLSS ADJRN