Minutes - 07/24/2001 - Board of TrusteesMINUTES OF THE JULY 24, 2001 REGULAR
MEETING OF THE PRESIDENT AND BOARD OF
TRUSTEES OF THE VILLAGE OF OAK BROOK
APPROVED AS WRITTEN BY THE VILLAGE
BOARD ON AUGUST 14, 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 7:32 p.m. Pledge of Allegiance was given.
2. ROLL CALL: ROLL CALI.
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; Michael A. Crotty,
Assistant Village Manager; Robert L. Kallien, Jr., Director of Community
Development; Bruce F. Kapff, Director of Information Services & Purchasing;
Darrell J. Langlois, Finance Director; Richard A. Martens, Village Attorney;
Ruth Martin, Library Director; Michael J. Meranda, Public Works Director;
Allen W. Pisarek, Police Chief; Bonnie Sartore, Bath & Tennis Club Manager;
Trey VanDyke, Golf Club Manager; Gail Peterka, Communications Center
Supervisor and Fire Captain Rob Cronholm.
3. ANNOUNCEMENTS AND OPEN FORUM: ANNOUNCE.
Joseph Fullan, 122 Timberview, acknowledged to the Village Board the
courtesy given to him by the paving project foreman working in their
subdivision. Mr. Fullan had been away and returned home to discover that he
was unable to use his car due to his street being closed for construction. He
had asked the foreman if he could retrieve his car, and the construction crew
graciously accommodated his request. President Bushy stated staff would
notify the contractor of the courtesy given to the residents in that subdivision.
Robert Waite, 3609 Madison, wished to commend the Village's Fire
Department emergency personnel for their quick response to his wife's stroke.
He acknowledged Gary Clark and George Grodek for their exceptional
services.
VILLAGE OF OAK BROOK Minutes Page 1 of 12 July 24, 2001
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4.
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ANNOUNCEMENTS AND OPEN FORUM: (continued)
Recently Mr. Waite had lost his wallet at the Bath & Tennis Club and he
wished to thank Officer Marc DeLise for returning his wallet. Mr. Waite also
expressed his appreciation to Trustee Caleel for his concern and efforts of
Fullersburg Woods residents in maintaining safety of traffic control at the
intersection of Oak Brook Road (31St Street) and Spring Road. He asked that
the Village inform our residents if the Board is considering discontinuance of
our leaf pickup program and leaf burning. He suggested that the Village
continue these services and have Village personnel compost the leaves or sell
them to gardeners.
President Bushy explained that the Board discussed these services, as there are
only two farmers remaining that will receive the Village's leaf pickup
program. This service was discussed in conjunction with the Five -Year
Financial Plan to explain where monies are spent and to sensitize the Board to
the cost of these services and equipment.
Trustee Korin explained that she had discussed with Manager Veitch her
request to have our homeowner association presidents view the street sign
proposals. Manager Veitch explained that the Village should receive the street
sign samples soon and staff will contact the presidents to review the samples.
President Bushy acknowledged at the last Village Board meeting there was a
delay in our meeting due to the videographer's absence as his wife had a baby.
She extended congratulations to the parents of their new daughter.
APPROVAL OF MINUTES:
Motion by Trustee Caleel, seconded by Trustee Savino, to approve the minutes
of the Regular Board of Trustees Meeting of July 10, 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.
Motion by Trustee Caleel, seconded by Trustee Savino, to approve the Consent
Agenda as presented. ROLL CALL VOTE:
Ayes: 6 — Trustees Butler, Caleel, Craig, Korin, Miologos and Savino.
Nays: 0 — None.
Absent: 0 — None.
VILLAGE OF OAK BROOK Minutes
Page 2 of 12 July 24, 2001
MINUTES
eoT OT 10/0 1
C. AGENDA
wi
CONSENT AGENDA: (continued)
APPROVAL:
A. APPROVAL OF BILLS - $1,674,158.99 (TOTAL) BILLS -
$1,674,158.99
B. APPROVAL OF PAYROLL FOR PAY PERIOD ENDING PAYROLL
July 7, 2001 - $544,103.68 (TOTAL) $544,103.68
C. APPROVAL OF CHANGE ORDERS:
1) CHANGE ORDER #4- MUNICPAL COMPLEX PROJECT MUNICIPAL PRJ
2) CHANGE ORDER #2 — 2000 INFRASTRUCTURE PAVING 2000 PVING PRJ
PROJECT
D. APPROVAL OF PAYOUTS:
1) PAYOUT #3 — R.W. DUNTEMAN COMPANY — 2001 PAVING PAVING &
& DRAINAGE PROJECT - $325,010.71 DRAINAGE PRJ
2) PAYOUT #12 — EARTH TECH, INC. — MUNICIPAL MUNICIPAL PRJ
COMPLEX PROJECT — FINAL DESIGN & CONSTRUCTION
SERVICES - $7,967.30
3) PAYOUT # 6 — SIGALOS & ASSOCIATES, LTD. — BATH & B &T RENOV PRJ
TENNIS CLUB RENOVATION /EXPANSION PROJECT -
$281,160.00
4) PAYOUT #6 — HARBOUR CONTRACTORS, INC. — LIBRARY LIBRARY PRJ
PROJECT - $389,609.81
5) PAYOUT # 28 — CIVILTECH ENGINEERING, INC. — YORK/ YORKAIARGER
HARGER BIKE TRAIL - $3,188.01 BIKE TRAIL.
E. APPROVAL OF REFERRALS: None.
F. APPROVAL OF AUTHORIZATION TO SEEK BIDS OR
PROPOSALS:
1) 2001 SAFETY PATHWAY PROJECT — WOOD GLEN LANE
(YORK ROAD & WOODSIDE DRIVE) '0I SFTY PTIIWY
PROD
G. ACCEPT AND PLACE ON FILE — TREASURER'S REPORT FOR TREASURERS
JUNE, 2001 REPORT
VILLAGE OF OAK BROOK Minutes Page 3 of 12 July 24, 2001
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CONSENT AGENDA: (continued)
H. ANNUAL MEMBERSHIP RENEWAL — ILLINOIS MUNICIPAL
LEAGUE
ITEMS REMOVED FROM CONSENT AGENDA: None.
ACTIVE AGENDA (Items for Final Action):
A. APPOINTMENTS: None
B ORDINANCES & RESOLUTIONS:
1) RESOLUTION 2001 -AP -R -784, A RESOLUTION OF
APPRECIATION — DAVID W PEQUET:
Motion by Trustee Caleel, seconded by Trustee Butler, to approve
A Resolution of Appreciation for David W. Pequet, commending
him for his services to the Village as a member of the Plan
Commission from June, 1993 through May, 2001. VOICE VOTE:
Motion Carried.
2) ORDINANCE 42001- BD -BOT -EX2 -S -999 AN ORDINANCE
READOPTING THE VISION & MISSION STATEMENTS
OF THE VILLAGE OF OAK BROOK
Ordinance 2001- BD -BOT -EX2 -S -999 "An Ordinance Readopting
the Vision & Mission Statements of the Village of Oak Brook ", re-
adopts the Village Board vision and mission statements as
discussed at the Committee -of- the -Whole meetings of May 21 and
June 5, 2001. The vision statement has not been changed from the
statement that was last adopted on August 24, 1999. The mission
statement has been amended as requested on May 21, 2001 and
reviewed on June 5, 2001 to include a fourth bullet point having
language added to indicate some of the means by which the Village
involves citizens in the decision - making process. As in the past, the
ordinance also provides for continuing the practice of reviewing the
Board's vision and mission in conjunction with consideration of the
Board's objectives each year.
VILLAGE OF OAK BROOK Minutes
Page 4 of 12 July 24, 2001
IL MUNICIPAL_
LEAGUE
RMV C.AGI?NDA
ACTIVE AGENDA
RES- PEQUET APP
ORD #01 -B D -BOT-
EX2 -S -999 READO
V. & MISSION
STATEMENTS
7
B. 2) (continued)
Motion by Trustee Caleel, seconded by Trustee Korin, to approve
Ordinance #2001- BD- BOT -EX2 -S -999, "An Ordinance Readopting
the Vision and Mission Statements of the Village of Oak Brook ", 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.
2) ORDINANCE #2001- LC -V -G -679 AN ORDINANCE o. #0 I- EC- v -C -679
REPEALING TITLE 4, CHAPTER 5, VENDING MACHINES, REPEAL VENDIN
OF THE VILLAGE CODE OF THE VILLAGE OF OAK BROOK MACHINE CODE
When the Village Code was recodified in September 2000, staff
intended to delete the section pertaining to the licensing of vending
machines, as this type of licensing has not been in effect for a
number of years. Because the licensing of vending machines was
inadvertently not deleted in the recodification, the ordinance
repeals that section of the Village Code.
Motion by Trustee Caleel, seconded by Trustee Butler, to approve
Ordinance #2001- LC -V -G -679, "An Ordinance Repealing Title 4,
Chapter 5, Vending Machines, of the Village Code of the Village of
Oak Brook ", 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.
C. AWARD OF CONTRACTS: None.
8. INFORMATION & UPDATES: INFO &
UPDATES
A. VILLAGE PRESIDENT: vI i.c PRES
President Bushy commended staff in coping with the construction
project of the Village Commons and the bridge construction on 315`
Street.
8. B. VILLAGE MANAGER: No report was given. v1.EG MGR
VILLAGE OF OAK BROOK Minutes Page 5 of 12 July 24, 2001
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9. DEPARTMENTAL REPORTS- QUARTERLY REPORTS: DEPT. RPTS
10.
A.
Communications Center
B.
Community Development
C.
Engineering Department
D.
Finance Department
E.
Fire Department /EMS
F.
Information Services/Purchasing
G.
Legal Department
H.
Library
I.
Police Department
J.
Public Works
K.
Recycling
L.
Risk Management
M.
Sports Core -Bath &
Tennis and Golf
N.
Village Clerk
All Quarterly Reports were accepted as presented and placed on file.
UNFINISHED AND NEW BUSINESS (Final Action Not Anticipated):
A. REVIEW OF DRAFT 2002 VILLAGE BOARD OBJECTIVES
The Village Board Objectives constitute the centerpiece of the
Village's budget and management system. They represent the most
important things the Village Board wants the Village to accomplish in
the coming year. Other program objectives, the Five -Year Financial
Plan and the annual Budget are built largely around them. Following
any revisions, the list will appear on the Village Board's active agenda
on August 14, 2001 for preliminary approval. The Staff will then
develop other program objectives and establish specific measures of
accomplishment and personal responsibilities for each. Of course, all
objectives remain subject to revision until finally adopted in
conjunction with the 2002 Budget. The Village Board addressed the
following areas:
Department 2: Financial Services
Trustee Savino asked Finance Director Langlois and Manager Veitch
what expenses could be moved from the General Fund to the
Infrastructure Fund (e.g. the forestry project, street sign replacement
and other projects.) Manager Veitch explained staff is working on this
presently to shift a number of infrastructure related costs that have been
located in the Corporate Fund to the Infrastructure Fund. Trustee
Savino asked if the July 01 celebration costs could be shifted to the
Hotel/Motel Tax Fund.
VILLAGE OF OAK BROOK Minutes
Page 6 of 12 July 24, 2001
UNFIN & NEW
BUSINESS
'02 V B OBJECT
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A. Department 2: Financial Services (continued)
Trustee Miologos asked if the Village's web site costs could also be
shifted to the Hotel /Motel Tax Fund. Manager Veitch thanked the
Trustees for their suggestions, which will be reviewed by staff.
President Bushy suggested that costs associated with the Highland
Games might be more viable for shifting to the Hotel/Motel Tax Fund
due to a regional draw of visitors.
Trustee Miologos asked if staff should capture data of corporate versus
residential support services. Manager Veitch explained the primary
consumers of our public safety services are the non - residential sector.
It was for that reason that the Village Board adjusted its financial
policy to move the telecommunication tax to the General Fund to fund
public safety services, as 80% of that tax is paid by the non - residential
community.
Department 3: Public Works
Trustee Korin asked if the Village is purchasing the entire street signs
at one time but due to time constraints installing half of them this year.
Public Works Director Meranda indicated that due to the time
constraints that installation might be delayed until 2002. The
homeowner presidents will be asked to view the street signs.
Trustee Miologos asked if the Village has considered a street sign
attached to lights. Manager Veitch explained that streetlights are a
requirement of the subdivision ordinance, which can be waved by the
Board upon recommendation of the Plan Commission. They are a
private responsibility to construct. There is a Village Board policy on a
special service area financing of post development public
improvements.
Public Works Director Meranda explained that his staff would need
two months to implement the street sign project with one month in the
fall and one month in the late spring. Trustee Miologos suggested that
the project be implemented in 2002. Staff will change item 2 of the
Public Works objectives to read "Complete replacement in 2002 of the
Village's street signs as approved by the Village Board."
Trustee Miologos stated that at a Committee -of- the -Whole meeting the
Board had discussed creating an ad hoc committee for Village
beautification that would report to the Plan Commission.
VILLAGE OF OAK BROOK Minutes
Page 7 of 12 July 24, 2001
10. A. Department 3: Public Works (continued)
Manager Veitch explained that the Board had subsequently discussed
referring the plan after it's prepared to the Plan Commission for its
review. Trustee Miologos stressed the importance of involvement in a
beautification program.
President Bushy voiced her concern that the Village's experience has
been that if residents put time and effort into their recommendations
that they expect them to be followed. If the Plan Commission does not
accept all of what is recommended and the Village Board also does not
accept their recommendations it can become demoralizing rather than
helpful. The seven residents, who serve on the Plan Commission are
more than capable of addressing this issue. Trustee Miologos
suggested that the more people involved in decision making processes,
the more support you receive from the community.
Trustee Savino indicated that the Plan Commission has made many
landscape recommendations and even in the form of a condition to the
petitioner, in which the petitioner is required to implement. Costco and
Christ Church are two examples of those types of recommendations.
Trustee Miologos suggested a master beautification plan for the
Village. Public Works Director Meranda has a landscape architect that
works with him in landscaping medians and public right -of -ways.
Manager Veitch asked whether the Board wants staff to prepare the
first master plan to be reviewed by a group of citizens (which was
recommended to be the Plan Commission) or the Board wants the plan
to be prepared by a group of citizens.
Trustee Caleel remarked that using a professional landscape architect,
which has no interest in a given neighborhood, to prepare a master plan
with our staff is a better method to follow. Then submit the plan to the
homeowner presidents for their review. Ultimately, it should be
presented to the Plan Commission and referred finally to the Village
Board for approval.
Trustee Korin suggested educating our citizens when this plan is being
presented and encourage their attendance and any suggestions.
Encourage people through the press and Village newsletter to review
this plan. Trustee Caleel suggested promoting the master plan to the
homeowner associations. Manager Veitch said that wording will be
added to address this.
VILLAGE OF OAK BROOK Minutes Page 8 of 12 July 24, 2001
10. A. Department 4: Engineering and Capital Projects
Trustee Caleel asked if objective #3 included airborne pollutants.
Manager Veitch explained that it refers to a mandate pertaining to
municipal stormwater. With regard to specific sources of alleged air
pollution, his recommendation to the Village Board has been to support
communities if and when they ask for our support. The National
Pollutant Discharge Elimination System affects the Village as an
operator of a stormwater drainage system. The Federal Water Pollution
Control Act prohibits the discharge of any pollutant to the waters in the
United States from a point source unless a permit authorizes that
discharge. By March 2003 the Village, on its own or perhaps in
concert with other DuPage County communities, will have to apply for
one or more permits for our stormwater system and begin
implementation of a stormwater management program that will be
more extensive than our current activities. Presently, the Village is
engaged in discussions through DuPage County and DuPage Mayors
and Managers Conference of the possibility of a joint permit that
applies for the entire county. Decisions need to be made in 2002 and
implemented in 2003.
Trustee Caleel asked that the issue of air pollutants be addressed
separately by DuPage Mayors and Managers Conference. President
Bushy noted the Metropolitan Mayors Caucus has done some work, as
it is larger than DuPage County and more of a regional issue. He asked
what is being done. Manager Veitch suggested the Illinois
Environmental Protection Agency might have answers. Attorney
Martens added that the Illinois Pollution Control Board might address
this issue as well.
Department 5: Library
Trustee Miologos inquired if the Library issues corporate Library cards
to our commercial residents. Director Martin indicated that State
Statute provides for business cards, which are issued. Once the new
Library is completed, she expects that even more commercial residents
will request Library cards. Staff has built a business reference
collection and electronic databases to serve the business community.
They plan to expand this area in the new Library building. This is part
of their collection management and part of their benchmarking tool,
"Serving our Public ".
VILLAGE OF OAK BROOK Minutes Page 9 of 12 July 24, 2001
10. A. Department 7: Fire
Trustee Craig stated that he is in favor of increasing fire staffing, but he
believes all sworn personnel including Fire Captains are firefighters
who participate in a fire scene. Manager Veitch explained that Fire
Captains and the Fire Chief do participate at a fire scene. President
Bushy noted there is an excellent video of the Heritage Oaks fire scene
that will be presented before the next Village Board meeting.
President Bushy recommended that an objective similar to item 4 in the
Police Department, `Enhance public information and communication
concerning the range of police community relations programs ", be
included as an objective for the Fire Department. There are many
programs the Fire Department offers, such as the home inspection
program that will provide information to a homeowner.
Manager Veitch explained that NFPA 1710 did pass and there was
some language added regarding "equivalency" that appears to provide
some local flexibility to decide how to organize and staff to produce an
equivalent result to what NFPA 1710 mandates. It is our objective to
monitor what occurs the first year around the country before the Village
decides how to proceed.
Department 8: Sports Core
Trustee Korin asked for a clarification of objective 3 "Update the food
& beverage operational and financial benchmarks, and market and
operate the enhanced food & beverage service to meet them." Manager
Veitch explained the feasibility study from McGladry & Pullen made
certain assumptions of the level of business that would occur and what
kind of business. He suggested staff revisit this and set goals based on
that study, updated by what has been learned since, and then measure
the operation against specific benchmarks for the type and number of
events, revenue (gross and net) in a more specific way than in the past.
The benchmarks would be done within the rest of the objective setting
process reviewed by the Board and subject to their approval in the
context of the budget.
Bath & Tennis Club Manager Sartore noted that certain Village Board
policies on the use of the Sports Core property do no support
profitability. To set a specific profitability timetable will require the
Board to revisit those policies.
VILLAGE OF OAK BROOK Minutes
Page 10 of 12 July 24, 2001
10. A. Department 8: Sports Core (continued)
President Bushy explained that the Sports Core is government operated,
and it was offered to our residents as an amenity and not necessarily a
profit- making venture. President Bushy suggested that Trustees Korin
and Miologos meet individually with Trustee Butler, Bath & Tennis
Manager Sartore and Manager Veitch to discuss these issues. Trustee
Miologos stated she looked for the Bath & Tennis Club Food and
Beverage to break even in response to resident's concerns.
President Bushy suggested objective 1 of the Sports Core relating to
control proliferation of non - native plant species be expanded to include
stewardship of the woodland areas. For example, baby oak seedlings
could be marked and the area cleared for their regeneration to protect
the wooded areas on the Sports Core. Manager Veitch stated staff
would incorporate this thought in the objective.
11. OTHER BUSINESS PERTAINING TO VILLAGE OPERATIONS: OTHER BUSINESS
Trustee Miologos proposed that the Village newsletter be offered to our
residents every other month during the year. She explained that our
residents could be better informed of the positive efforts by the Village
and matters such as who the Trustees are and their functions. As the
beautification plan, the streets sign project and other programs evolve,
residents could receive better and more timely information. She
offered to assist in its development. Trustee Miologos suggested that
since it is costly to produce, the newsletter could perhaps be sent with
the Civic Association newsletter.
Trustee Miologos suggested developing a traffic task force of
intergovernmental representatives from Elmhurst, Hinsdale, Downers
Grove, Oakbrook Terrace and Westchester to assign a staff person to
meet on a regular basis and a Board liaison or staff member to address
traffic issues. She suggested that this could provide a stronger voice to
address such issues as traffic congestion due to the bridge construction
on 31St Street and allowing vehicles to drive on the shoulders to
expedite traffic flow.
President Bushy indicated that DuPage Mayors and Managers
Conference has two committees addressing these issues. Their
Transportation Policy and Technical Committees work on these issues.
VILLAGE OF OAK BROOK Minutes Page 11 of 12 July 24, 2001
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11. OTHER BUSINESS PERTAINING TO VILLAGE OPERATIONS: (con't)
Trustee Caleel commented that if a resident has a particular problem to refer it
to DuPage Mayors and Managers Conference for their assistance.
President Bushy offered to Trustee Miologos to submit her name to serve on
the DuPage Mayors and Managers Conference's Transportation Committee.
Manager Veitch remarked that these Committees are the collective input to the
regional transportation planning process through IDOT and the Chicago
Transportation Study. They are also the local decision point for the allocation
of Federal transportation funds.
Trustee Miologos asked that a thank you be sent to the contractor for the
Timber Trails paving project in response to Mr. Fullan's remarks. Manager
Veitch will respond to this.
Trustee Miologos inquired if the street sign project would come from the
Infrastructure Fund. Manager Veitch commented that analysis was in the
Manager's memorandum to the Village Board last week. It stated the
Infrastructure Fund budget for 2001, estimated 2001, preliminary for 2002 and
estimated year end cash. It indicates that the Infrastructure Fund, due to
projects coming in under budget, will have funds available to address the street
sign project at whatever level of expenditures the Board approves. President
Bushy congratulated the Village Board for the major roadwork improvements
done over the past ten years which now allows funds to be available for other
projects to be done from the Infrastructure Fund.
12. ADJOURNMENT
Motion by Trustee Craig, seconded by Trustee Caleel, to adjourn the meeting
at 11:07 p.m. VOICE VOTE: Motion carried.
ATTEST:
c� 1--6;qCDC=�e
Linda K. fi4onnella, CMC
Village Clerk
BOT072401
VILLAGE OF OAK BROOK Minutes
Page 12 of 12 July 24, 2001
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