Minutes - 07/27/1999 - Board of TrusteesVILLAGE OF OAK BROOK Minutes JULY 27, 1999
UNOFFICIAL UNTIL APPROVED AS WRITTEN z
OR AS AMENDED _ BY VILLAGE BOARD ON
1. MEETING CALL:
The Regular Meeting of the Board of Trustees was called to order by President
Bushy in the Samuel E. Dean Board Room of the Village Commons at 7:30
p.m. Pledge of Allegiance was given.
2. ROLL CALL:
The Acting Deputy Clerk Martens called the roll with the following persons
PRESENT: President Bushy, Trustees Butler, Caleel, Kenny, McInerney and
Savino.
ABSENT: Trustee Craig.
IN ATTENDANCE: Stephen B. Veitch, Village Manager; Michael A. Crotty,
Assistant Village Manager; Dale L. Durfey, Jr., Village Engineer; Debra J.
Jarvis, Fire Chief/Building Commissioner; Bruce F. Kapff, Director of
Information Services & Purchasing; Darrell J. Langlois, Finance
Director/Treasurer; Richard A. Martens, Village Attorney; Ruth A., Martin,
Library Director; Michael J. Meranda, Public Works Director; Lieutenant
William R. Cavalier, Police Department; and Trey VanDyke, Golf Club
Manager.
3. ANNOUNCEMENTS & OPEN FORUM:
Ana Pritze!, 301 Hambletonian Drive, addressed the Village Board with her
concerns of the water restrictions in our community. She noted from a recent
newspaper article that Oak Brook is the only community in the area that
restricts sprinkling to twice a week. She indicated the difficulty of maintaining
a lawn due to the high temperatures and drought and could the Village's water
restrictions change.
Public Works Director Meranda asked that he receive a copy of the newspaper
article in order to contact those communities and their hours of sprinkling. He
explained that the Village offers twelve hours of sprinkling for each of the two
designated days which is significant. The Village reviewed the sprinkling
restrictions four or five years ago and the sprinkling days were rotated. At that
time the Village contacted the University of Illinois Extension program in
Wheaton to determine the amount of water needed for grass to withstand itself.
Based on the information that was provided, we are allowing sufficient time
for watering. He will contact Mrs. Pritzel once he has researched this subject.
He did state that the Village is under restrictions by the DuPage Water
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Commission via the City of Chicago upon the amount of gallons per minute
the Village may receive. This .places a major restriction on how much water is
available for the Village. The Village was not able to maintain an adequate
supply in our reservoirs when the Village offered three days of sprinkling.
Previously, sprinkling was offered late at night which the University of Illinois
indicated was the worst time to sprinkle and that is why the restrictions were
changed.
President Bushy clarified that the State of Illinois requires by law that the
Village sell some of the water to Oakbrook Terrace. When the Village
purchased the water utility company from Paul Butler, it included a certificated
area which the Village is bound by law to service. The flow of water from the
DuPage Water Commission is an hour by hour measure. The Village may only
go over that hourly amount on a brief and infrequent schedule. If the Village
takes more water than designated, the Water Commission may slow down the
water flow or shut the system down.
Village Manager Veitch explained that the sprinkling demand in many of the
communities named in the newspaper article is much lower than Oak Brook's
where there is less penetration of automatic sprinkling systems and more
mature trees that provide shade which reduces the demand for sprinkling. The
sprinkling demand is high in Oak Brook due to the relatively young age of
vegetation in our community. Secondly, the certificated area of the Oak Brook
water system outside the corporate limits is an area that the Village is required
to serve. Our Lake Michigan water allocation has taken this into account and
the most recent press coverage of selling water to Oakbrook Terrace relates to
discussions that have started with that municipality which may lead to a
transfer of some of our infrastructure to Oakbrook Terrace to add to their
system and downsize our own utility. This will occur if it is beneficial to our
community as well as to Oakbrook Terrace.
4. APPROVAL OF MINUTES:
Motion by Trustee Kenny, seconded by Trustee Caleel, to approve the minutes
of the Committee -of- the -Whole Meeting of July 12, 1999 as presented and
waive the full reading thereof. VOICE VOTE: Motion carried.
Motion by Trustee Kenny, seconded by Trustee Savino, to approve the minutes
of the Regular Meeting of July 13, 1999 as presented and waive the full
reading thereof. VOICE VOTE: Motion carried.
5. OMNIBUS AGENDA:
Motion by Trustee McInerney, seconded by Trustee Caleel, to approve the
Omnibus Agenda. ROLL CALL VOTE:
VILLAGE OF OAK BROOK Minutes 2 of 13 July 27, 1999
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MINUTES
Ayes: 5 - Trustees Butler, Caleel, Kenny, McInerney and Savino.-
Nays: 0 - None.
Absent: 1 - Trustee Craig. Motion carved.
A.
B.
C.
D.
E.
F.
G.
APPROVAL OF BILLS: Approved Omnibus Vote.
APPROVAL OF PAYROLL FOR PAY PERIOD ENDING
JULY 10, 1999: Approved Omnibus Vote.
CHANGE ORDERS:
APPROVAL OF.
BILLS —
$306,519.21
PAYROLL -
$406,998.43(gros:
1) CHANGE ORDERS #1 - #13 - GOLF CLUBHOUSE
EXPANSION: Approved Omnibus Vote.
PAYOUTS:
GOLF CLUB-
HOUSE
EXPANSION
1) CALLAGHAN PAVING INC. - PAYOUT #2 - 1999 PAVING 199
AND WATER MAIN PROJECT - $730,943.11: Approved 9 PAVING
PP WATER MAIN
Omnibus Vote. PROTECT
2) JAMES J. BENES AND ASSOCIATES INC. - PAYOUT #20 - 1999 PAVING
1999 PAVING PROJECT - $115.98: Approved Omnibus Vote. PROJECT
3) JAMES J. BENES AND ASSOCIATES INC. - PAYOUT #9 - 1999 PAVING
1999 PAVING AND WATER MAIN PROJECT - $24.163.88: WATER MAIN
Approved Omnibus Vote. PROJECT
4) CALLAGHAN PAVING INC. - PAYOUT #3 - 1998 PAVING
PROJECT - (MFT PORTION) - $103,119.56: Approved Omnibus
Vote.
1998 PAVING
PROJECT
5) NICHOLAS AND ASSOCIATES - PAYOUT #7 - GOLF GOLF CLUBHOUS
CLUBHOUSE EXPANSION - $134.628.00: Approved Omnibus EXPANSION
Vote.
6) CAROW ARCHITECTS PLANNERS - PAYOUT #5 - LIBRARY
DESIGN - $18,487.25: Approved Omnibus Vote.
REFERRALS: None.
AUTHORIZATION TO SEEK BIDS OR PROPOSALS: No
Business.
ACCEPT AND PLACE ON FILE - TREASURER'S REPORT OF
TUNE 1999: Approved Omnibus Vote.
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LIBRARY
DESIGN
TREASURER'S
REPORT —JUN'9
H. RECEIVE AND PLACE ON FILE - VILLAGE'S TECHNOLOGY TECHNOLOGY
PLAN FOR THE YEARS 2000 -2004. Approved Omnibus Vote. PLAN
YR :2000 -20C
I. - ORDINANCE 1999 -PP -S -948 AN ORDINANCE AUTHORIZING 0RD.1999_PF
THE SALE OF CERTAIN PERSONAL PROPERTY OWNED BY S -948
THE VILLAGE OF OAK BROOK: Approved Omnibus Vote. SALE OF
PERSONAL PR
J. REQUEST FOR AUTHORIZATION TO NEGOTIATE BANKING
AGREEMENT FOR BANKING SERVICES: Approved Omnibus - SERVICES
Vote.
6. ITEMS REMOVED FROM OMNIBUS AGENDA: None.
7. ACTIVE AGENDA (Items For Final Action):
A. APPOINTMENTS:
POLICE PENSION FUND BOARD:
Motion by Trustee Kenny, seconded by Trustee Savino, to re- appoint
Karen M. Bushy as a member of the Police Pension Fund Board for a
two -year term; term to expire May 2001. VOICE VOTE: Motion
carried.
B. ORDINANCES & RESOLUTIONS: No Business.
C. AWARD OF CONTRACTS:
1) CONSTRUCTION MANAGEMENT SERVICES AGREEMENT
- MUNICIPAL BUILDING PROJECT:
Consistent with the Board's authorization given on.June 8, 1999 and
the reports made to the Board in the interim, staff has negotiated an
agreement with Harbour Contractors, Inc. for pre - construction, design
review and value engineering phase services and a letter of intent that
recites certain very important provisions of a yet -to -be negotiated
agreement for construction phase services for the Municipal Building
Project. The documents are substantially the same as those approved
by the Board on July 13, 1999 in connection with the Library Project,
taking into account the less developed state of the Municipal Building
Project's design at this point in time.
As in the case of the Library Project, the reason for the bifurcation of
the agreements is that the terms of the construction phase agreement
cannot be established definitely until the scope of the project, the
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PENSION FUN
BOARD
MUNICIPAL
BUILDING
PROJECT
final project budget and project schedule are known. This
information is developed during the pre - construction phase.
The financial terms are identical to those reached in the case of the
Library Project. Fees under this initial agreement are based on a
schedule of hourly rates with a not -to- exceed total of $20,000. The
construction phase agreement will contain a guaranteed maximum
cost provision, and the agreement will provide for the guaranteed
maximum to be reduced by the amount of fees billed under this initial
agreement. Other key subjects addressed in the Letter of Intent are
the basis and type of construction phase fees, the bidding process and
the subcontractor relationship.
Motion by Trustee McInerney, seconded by Trustee Caleel, to
approve .the Program Management Professional Services Agreement
and Letter of Intent with Harbour Contractors, Inc. and authorized
execution of both documents substantially in the form presented.
ROLL CALL VOTE:
Ayes: 5 - Trustees Butler, Caleel, Kenny, McInerney and Savino.
Nays: 0 - None.
Absent: 1 - Trustee Craig. Motion carried.
D. ACCEPTANCE OF HARGER ROAD /SALT CREEK BRIDGE:
Staff has been attempting to proceed with the York/Harger Bike Path
Project but has been unsuccessful in negotiations with the Tollway
concerning the Harger /Salt Creek Bridge. The Tollway owns this
section of Harger Road (between Salt Creek and York Road) and the
bridge and wants to turn them over to the Village as part of the local
street system. At the Village Board meeting of May 28, 1996, the
Board of Trustees agreed to accept right -of -way for Harger Road but
declined to accept the bridge. Since that time, many conversations
and meetings have been held but the Tollway is still insisting that the
Village accept the bridge.
It appears that the Village accepting the bridge will only solve this
stalemate. Since the bike path project is very desirable, Village
Engineer Durfey recommends that the Board reconsider the past
action and accept the bridge. This approval should be conditioned on
the following factors:
1. the Tollway providing a current bridge condition report, and
2. the Tollway correcting any bridge deficiencies identifies in the
report, and
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SALT CREEK
BRIDGE
3. the Tollway providing title letters on any property or parcels
transferred to the Village at no cost to the Village, and
4. the Tollway waive any and all permit/occupancy fees associated
with the proposed bicycle/pedestrian path.
The Village's financial obligation for this bridge is somewhat
mitigated by the Jurisdictional Transfer of - 22nd Street (between
Route 83 and Clearwater Drive) to the Illinois Department of
Transportation which has been executed by the State. Staff is hopeful
that the Tollway will participate in any 22nd/I -88 improvements that
may be necessary in the future.
Motion by Trustee Savino, seconded by Trustee Caleel, to accept the
Harger Road/Salt Creek Bridge from the Illinois State Toll Highway
Authority conditioned on:
1. the Tollway providing a current bridge condition report, and
2. the Tollway correcting any bridge deficiencies identifies in the
report, and
3. the Tollway providing title letters on any property or parcels
transferred to the Village at no cost to the Village, and
4. the Tollway waive any and all permit/occupancy fees associated
with the proposed bicycle/pedestrian path.
Trustee McInerney voiced his opposition to the recommendation due to
the incurring liability of capital. He stated that bridges are very
expensive to rebuild and the Village does not have authority to levy a
real estate tax only a utility tax for infrastructure replacement.
Secondly, he opposes the Illinois State Toll Highway Authority holding
the safety.of persons traveling through our community in not issuing a
permit for this project.
Trustee Kenny suggested given the new administration at the Illinois
State Toll Highway Authority, should the motion be tabled and attempt
renewed discussions with this administration before making a decision
to accept the bridge. It would be a better alternative, if the Village had
authority to extend the bicycle/pedestrian path over the bridge without
having to accept responsibility for maintenance of the bridge. Trustee
Savino concurred with Trustee Kenny's suggestion. He stated with the
new Governor and Illinois State Toll Highway Authority administration
that discussions should occur again.
Motion by Trustee Savino, seconded by Trustee Caleel, to rescind the
previous motion and direct staff to renegotiate with the Illinois State
Toll Highway Authority. VOICE VOTE: Motion carried.
VILLAGE OF OAK BROOK Minutes 6 of 13 July 27, 1999
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8. INFORMATION & UPDATES:
A. VILLAGE PRESIDENT:
President Bushy announced that Art Philip has been appointed
Chairman of the Illinois State Toll Highway Authority effective August
1, 1999. He served as a Village Trustee in our community and is a
resident of Oak Brook. She wished him well in this capacity and
congratulated him on behalf of the Village in accepting this position.
President Bushy explained that according to Illinois State Statute, the
Police Pension Board is comprised of two active officers, one
beneficiary of the fund and two Village residents. According to Illinois
State Statute, the Firefighters Pension Board consists of four active
firefighters, the Fire Chief, Village Attorney, Finance Director, Village
Clerk, one beneficiary of the fund and Village President. In the last
eight years both funds have been managed by professional investment
managers. Twenty years ago the firefighters pension fund was
approximately $700,000 4800,000. This morning the Firefighters
Pension Board met and the total market value indicated as of June 30,
1999 was $17,610,000. Our Police Pension Board met last week and
the total value of that fund's portfolio is $16,848,000 as of June 30,
1999. President Bushy distributed to the Village Board copies of the
investment management of the police pension fund provided by the
fund's investment manager Oak Brook Bank and the investment
management from Lake Forest Capital Management for the firefighter's
pension fund.
Trustee Caleel acknowledged both funds are over - funded. President
Bushy indicated members of both funds are completely covered by
these funds with several million dollars in excess. Recent legislation in
1999 allows that 35% of the assets in these funds may be in mutual
funds and investment policies have been developed by both boards
which required approval by the State of Illinois, Department of
Insurance.
B. VILLAGE MANAGER:
Village Manager Veitch discussed the financing of the Golf Club
irrigation system. The installment contract method seems to be the
lowest cost method for accomplishing this project. A financing
timetable . was distributed to the Village Board for an installment
contract process. A bid opening will occur August 24, 1999 with a
report of those bids and a recommendation to the Village Board at their
August 24, 1999 meeting for adoption of a Certificate Ordinance for an
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VILLAGE
PRESIDENT —
INFO. & UPD1
VILLAGE
MANAGER —
INFO & UPDAT
installment , contract with the proceeds to be delivered tentatively on
September 15, 1999. The contract consists of a series of general
obligation certificates which are secured by general corporate fund
revenues. The certificates wrap an installment purchase of the
irrigation system. It involves a financial advisor and an opinion of
bond counsel and possibly a debt rating. The Village will proceed in
that direction but has the opportunity to cancel that before it is issued
and will incur no costs if we can determine that nothing will be learned
from the rating process that would help the Village when the bids are
opened. This is due primarily if the interest is going to be local where a
Moody's rating is not required or whether the Village would benefit
with a broad geographic bidder base such that the cost of the debt rating
would pay for itself in terms of cost of the financing. The Village will
cancel the debt rating if it appears it is the appropriate way to proceed.
It is expected that the average coupon rate to be 4.8% and the net
interest cost to be approximately 4.9 %.
The installment contract is $820,000 which will yield $800,000 if the
Village goes for the debt rating. If the Village chooses not to do the
debt rating, then it will yield $805,000. The cost of the project is
approximately $835,000.
9. DEPARTMENTAL REPORTS - QUARTERLY REPORTS:
A. Communications Center
Gail Peterka, Communications Supervisor stated that the
Communications Center has purchased an EAS system (Early
Alerting System). This device is set up to monitor any emergency
traffic (weather, hazardous leaks, etc.) sent out by the DuPage County
Emergency Management Center. Installation of this system should be
completed in the third quarter of 1999.
B. Community Development
Acting Community Development Director Veitch reported
Construction value of permits issued through the first half of this year
is up 80 %.
Inspections year -to -date are off substantially from 804 compared to
last year's 1258. This is a 36% decline which is indicative of more
frequent demand of our inspection personnel who are being called
back more on their off duty days to go back on duty as firefighters due
to running multiple calls and to man stations. This will change when
we are at full staff. Fire prevention will remain as part of the Fire
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DEPARTMENTI
REPORTS-
QUARTERLY
Department and staff is considering long range a need of full -time fire
inspectors who could be civilians and not sworn firefighters.
Trustee Savino inquired if the Village needs to consider another
category regarding teardowns as more are occurring in the Village.
Village Manager Veitch indicated it could be included in the
Community Development Department Report of new home permits.
C. Engineering Department
Village Engineer Durfey commented that the Forest Gate Subdivision
was finally approved and is fully under construction.
D. Finance Department
Finance Director Langlois highlighted the completed conversion of
new software in the Finance Department with water billing being the
last converted application. Our water customers should have received
at least one water bill with this new system which completes a one
and a half year process of converting our financial systems to a new
state of the art software. Staff is currently under way with the Five
Year Financial Plan and it should be available at the end of August.
E. Fire Department/EMS
Fire Chief Jarvis noted the continued increase in fire calls by this
Department with 581 emergency calls during the second quarter
which is a 6% increase over the first six months of the year. Several
lightning strikes caused no more than 2% dollar losses based upon our
personnel saving 98% of the value of the properties. Public education
related articles by the department are being published to help residents
protect their families and property from fires. Several firefighters are
authoring these reports. One of our first firefighters sent to the Elgin
Fire Academy graduated number one in his class which speaks to the
quality of personnel that the Village attracts to the department. The
department's public education classes offered include CPR, first aid
or fire extinguishers. Please call 990 -3040 for further information on
class schedules. The newest program being offered on the fourth
Friday of every month from 10:00 a.m. to 12:00 p.m., Oak Brook
Club, is a blood pressure screening program.
F. Information Services/Purchasing
Director of Information Services and Purchasing Kapff indicated that
the network study is addressing connections of the various Village
VILLAGE OF OAK BROOK Minutes 9 of 13 July 27, 1999
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owned buildings with our computer data network. The Village
website was highlighted with the increased activity of usage and the
need to update the information on a more regular basis from each
department.
G. Legal Department
A written report was submitted by Village Attorney Martens to the
Board.
H. Library
Library Director Martin explained the programs being offered by the
Library and for further information please call our Resource staff at
990 -2222. Trustee Savino noted that Library Director Martin
attended the annual American Library Association Conference in
which retired General Colin Powell addressed the conference on the
dilemma in which public libraries find themselves today regarding the
Internet. He asked that she review the Library's policy on this issue.
She indicated that currently the Library has one internet terminal
available for use without any filters. Filters are not workable
presently and staff will review all of the Library policies before
moving to the new Library. Smart cards are being reviewed as
possible Library cards that may be programmed so that a card permits
access to the internet unfiltered, gives partial authority for access or
no authority at all.
I. Police Department
Lt. Cavalier indicated the overall reported criminal offenses has
decreased by 14% in comparison to last year. The bicycle unit has
logged 1,136 miles in the last two months with 697 citizen contacts.
New safety programs are being developed for our senior citizens and
college bound students and staff is continuing work on our Citizens
Police Academy.
J. Public Works
Public Works Director Meranda noted water main breaks are up this
year -to -date with a new category being developed called restorations.
This entails our personnel doing restoration on the Village's parkways
and streets. The increase of installation of sod was attributable to the
water main breaks. Water restrictions are in good shape presently due
to our residents complying with our restrictions which will be
continually monitored daily. President Bushy inquired if our staff is
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monitoring the Asian longhorn beetle. A couple of reports were
received by the department which staff responded and determined
they were not the beetle. Any indication from the department that
Asian beetles have been spotted will be forwarded to the Department
of Agriculture. Please call the Department of Public Works at 990-
3044 if you have any questions in this regard. Trustee Savino
inquired if the fire hydrants in York Woods were being repainted as
none have been to date. The fire hydrants have been contracted for
repainting starting the beginning of August in which all will be
completed for the year.
K. Recycling
Assistant Village Manager Crotty indicated the Village is up 14% in
recycling_as compared to last year at this time with an 18% increase of
trash collected. Year -to -date the Village has collected 1,595,660
pounds of recycling and collected 1,891 tons of trash which is an
increase from last year.
L. Risk Management
Assistant Village Manager Crotty noted fewer active claims of the
second quarter of 1999 as compared to the first quarter. Total
experience for the second quarter is $70,000 less as compared to the
second quarter of 1998. -Significant training of our staff with loss
prevention programs indicates this improvement overall such as our
Safety Committee and on going training of officers in all the
departments.
M. Sports Core — Bath & Tennis and Golf
Bath & Tennis and Golf Golf Club Manager VanDyke highlighted
the Men's Club Championship that occurred this weekend. The
Women's Club Championship will be held August 7, 1999 and the
Juniors Championship will be Monday, August 9, 1999. The new
Golf Clubhouse will be completed in the third quarter of this year and
the installation of the new irrigation system will begin.
Village Manager Veitch noted a 7% increase of pool attendance from
this time last year. Clubhouse events totaled 178 which is an increase
of 10% also for the first half of the year. To book an event please
contact the Clubhouse at 990 -3025.
VILLAGE OF OAK BROOK Minutes 11 of 13 July 27, 1999
N. . Village Clerk
President Bushy stated a new Deputy Clerk, Rosanna Furman, has
been hired to assist the Village Clerk and she will be the coordinator
for the new electronic records management for the Village.
10. UNFINISHED AND NEW BUSINESS (Final Action Not Anticipated):
A. LIQUOR LICENSE FOR CLASS A -1 AND B - PIZZOLI LLC: LIQUOR LIC.
PIZZOLI LLC
Representative Marc Jacobs, representing the application, was in
attendance at the meeting.
Pizzoli LLC has made application for a Class A -1 and B liquor
license. Before a liquor license may be issued, the Village Board
would need to create an additional Class A -1 and B liquor license, as
no additional licenses are currently available.
The establishment will be located at 118 Oakbrook Center. All
documentation requirements have been fulfilled and approved by
Village Attorney Martens. A criminal background check is being
processed. A target date of September 28, 1999 has been scheduled
for opening this establishment.
Motion by Trustee McInerney, seconded by Trustee Caleel, to
authorize the Village Attorney to draft the necessary ordinance to
amend the Village Code of Ordinances to create an additional Class
A -1 and B liquor license. VOICE VOTE: Motion carried.
11. OTHER BUSINESS PERTAINING TO VILLAGE OPERATIONS:
Trustee McInerney requested staff to consider any other options of water SPRINKLING
sprinkling in response to Mrs. Pritzel's request of a change in the Village's RESTRICTION
water sprinkling restrictions.
12. ADJOURNMENT:
ADJOURNMENT
Motion by Trustee McInerney, seconded by Trustee Savino, to adjourn the
meeting at 9:17 p.m. VOICE VOTE: Motion carried.
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ATTEST:
led
Linda K.Gonnella, CMC /AAE
Village Clerk
BOT072799
VILLAGE OF OAK BROOK Minutes 13 of 13 July 27, 1999