Minutes - 08/13/2002 - Board of TrusteesMINUTES OF THE AUGUST 13, 2002 REGULAR
MEETING OF THE PRESIDENT AND BOARD OF
TRUSTEES OF THE VILLAGE OF OAK BROOK
APPROVED AS WRITTEN ON AUGUST 27, 2002.
1. 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. The Pledge of Allegiance was given.
2. ROLL CALL:
Village Clerk Linda Gonnella called the roll with the following persons
PRESENT: President Karen M. Bushy, Trustees Stelios Aktipis, George T.
Caleel, John W. Craig, Susan Chase Korin, Elaine Miologos and
Alfred P. Savino.
ABSENT: None.
IN ATTENDANCE: Michael A. Crotty, Acting Village Manager; Debra J.
Jarvis, Fire Chief; Bruce F. Kapff, Director of Information
Services & Purchasing; Robert L. Kallien, Jr., Director of
Community Development; Darrell J. Langlois, Finance Director;
Richard A. Martens, Village Attorney; Ruth A. 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; Thomas Stanfa,
Fire Lieutenant and Robert Robertson, Firefighter /Paramedic.
3. ANNOUNCEMENTS AND OPEN FORUM:
Trustee Aktipis asked to speak regarding Joseph Fullan and his commitment to
Timber Trails subdivision and the Village of Oak Brook. He remarked of his
service to the Oak Brook Civic Association, Zoning Board of Appeals and the
Oak Brook Library. He noted his selfless giving to the Village over the years
and he suggested that the Village take some action to insure that his memory
lives on to new generations in Oak Brook. He recommended naming the road
that circles the Library as Joe Fullan Court and asked for the opinion of the
Board regarding this request. Trustees Savino and Caleel concurred with the
recommendation. It was the consensus of the Board to direct the Village
Attorney to draft an ordinance naming the circular drive of the Library "Joe
Fullan Court ".
VILLAGE OF OAK BROOK Minutes
Page I of 18 August 13, 2002
CALL TO ORDER
ROLL CALL
.ANNOUNCE
Trustee Savino noted that September 11th was soon approaching and he
suggested that the flags currently flying on 22nd Street remain until after
September 11, 2002. Public Works Director Meranda indicated there would not
be any problem with leaving the flags in place.
President Bushy reported that the bill permitting an upward adjustment of the
non -home rule sales tax for property tax relief had been signed by the Governor
as Public Act 92 -0739. She suggested a special Village Board meeting for
Thursday, August 22, 2002 to discuss options available to the Village. She
asked that the Board check their schedules and let staff know their availability.
In response to Trustee Aktipis' comments at a previous meeting regarding
wheeled containers for recyclables, President Bushy provided information
relative to the 30 gallon wheeled toters available through our waste hauler, BFI.
President Bushy acknowledged that Howard Trier, President of the Oak Brook
Park District; Kathy Manofsky, Treasurer of the Oak Brook Park District and
Barbara Benezra, President of the Friends of the Oak Book Library were in
attendance of the meeting.
4. APPROVAL OF MINUTES:
MINUTES
Motion by Trustee Atkipis, seconded by Trustee Korin, to approve the Minutes cow 7/22/02
of the Committee -of -the -Whole Meeting of July 22, 2002 as presented and
waive the full reading thereof. VOICE VOTE: Motion carried.
Motion by Trustee Caleel, seconded by Trustee Korin, to approve the Minutes REG MTG 07//23/02
of the Regular Board of Trustees Meeting of July 23, 2002 with an amendment
on page 5 that would clarify that only the section of the old Library building
that will be occupied by the Historical Society would need to be made ADA
compliant and waive the full reading thereof. VOICE VOTE: Motion carried.
5. CONSENT AGENDA:
All items on the Consent Agenda are considered to be routine in nature and
will be enacted in one motion.
President Bushy requested that item 5.E.1) AUTHORIZATION TO
NEGOTIATE CONTRACT FOR PROFESSIONAL SERVICES FOR 2003
PAVING PROJECT be removed for further discussion.
VILLAGE OF OAK BROOK Minutes Page 2 of 18 August 13, 2002
t9
C. AGENDA
5. Motion by Trustee Caleel, seconded by Trustee Savino, to approve the Consent
Agenda as amended and that the Board has determined that the circumstances
necessitating the change orders were not reasonably foreseeable at the time the
contract was signed and that the change orders are in the best interest of the
Village and are authorized by law. ROLL CALL VOTE:
Ayes: 6 - Trustees Aktipis, Caleel, Craig, Korin, Miologos and Savino.
Nays: 0 - None
Absent: 0 - None. Motion carried.
A. APPROVAL OF BILLS - $857,823.00
Significant items included above:
1) R. W. Dunteman & Company — Payout 42 — 2002 Paving Project -
$27,970.20
2) DuPage Water Commission - $340,126.70
3) Earth Tech, Inc. — Payout # 24 — Municipal Complex Project - $3,428.97
B. APPROVAL OF PAYROLL:
1) PAY PERIOD ENDING JULY 20, 2002 - $560,755.62
2) PAY PERIOD ENDING AUGUST 3, 2002 - $646,069.57
C. CHANGE ORDERS:
1) CHANGE ORDER #1 — 2002 PAVING PROJECT -$6,418.64-
REVISED TOTAL CONTRACT AMOUNT - $280,611.80
D. REFERRALS: None.
E. AUTHORIZATION TO SEEK BIDS OR PROPOSALS OR NEGOTIATE
CONTRACTS:
BILLS - S857,823.00
PYRL - $560,755.62
PYRL - S646,069.57
CHNG ORDER #1
2002 PAVING PROJ
1) AUTHORIZATION TO NEGOTIATE CONTRACT FOR REMOVED
PROFESSIONAL SERVICES FOR 2003 PAVING PROJECT -
Removed for further discussion.
2) AUTHORIZATION TO NEGOTIATE ENGINEERING AGREEMENT NEG AGR DSGN &
CONST SERV - RES
FOR DESIGN & CONSTRUCTION SERVICES — RESERVOIR A A PMP EQUIP
PUMPING EQUIPMENT
F. ORDINANCE 2002 -PP -S -1021, "AN ORDINANCE AUTHORIZING THE ORD 02 -PP -S -1021
SALE BY PUB AUC
SALE BY PUBLIC AUCTION OF PERSONAL PROPERTY OWNED BY PERS PROP
THE VILLAGE OF OAK BROOK"
VILLAGE OF OAK BROOK Minutes
L
Page 3 of 18 August 13, 2002
G. EXTENSION OF COMPLETION DATE — MICHAEL E. SCHEID ExT COMP DTE -
SCHEID SUB
SUBDIVISION
H. APPROVAL OF REQUEST FOR RELEASE OF FUNDS — OAK BROOK RLS OF FUNDS -
HTL, CONY & VIS
HOTEL CONVENTION AND VISITORS COMMITTEE — 20% OF THE CTE
2002 SECOND QUARTER HOTEL TAX RECEIPTS TO THE DUPAGE
CONVENTION & VISITORS BUREAU IN THE AMOUNT OF
$14,098.99
6. ITEMS REMOVED FROM CONSENT AGENDA:
RMVD C AGNDA
5. E. 1) AUTHORIZATION TO NEGOTIATE CONTRACT FOR NEG CTR - PROF
SERV - 2003 PVG
PROFESSIONAL SERVICES FOR 2003 PAVING PROJECT PROJ
President Bushy asked that this be removed from the Consent Agenda
for further discussion. President Bushy indicated that a question arose
related to this contract and staff needed clarification and guidance.
Acting Village Manager Crotty stated that in the current 2003 paving
plan Madison Street is slated for an overlay and a widening that was
pursuant to recommendation by the Safety Pathway Committee that the
road be widened so that a bike lane could be striped for that roadway.
He commented that there were significant drainage issues and conflicts
related to the widening which would nearly double the engineering and
construction costs of that part of the project and would incur cost to the
Infrastructure Fund. Therefore, staff was looking for direction from the
Board.
Trustee Caleel reminded the Board of the question of right -of -way in the
area discussed. Acting Manager Crotty responded that these may have
already been reviewed, but will follow -up. Trustee Miologos suggested
that the overlay of the area be completed as scheduled, but that the
widening should be deferred at this time.
Motion by Trustee Caleel, seconded by Trustee Miologos, to negotiate
for professional services excluding the bands on the side of the road.
ROLL CALL VOTE:
Ayes: 6 - Trustees Aktipis, Caleel, Craig, Korin, Miologos and Savino.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
7. BOARD & COMMISSION RECOMMENDATIONS: BD /COMM RECOM
VILLAGE OF OAK BROOK Minutes Page 4 of 18 August 13, 2002
16
7. A. DUPAGE HOUSING AUTHORITY —3400 ST. PASCHAL DRIVE —
TEXT AMENDMENT AND SPECIAL USE
President Bushy indicated that there have been numerous presentations to
various bodies related to this topic. Trustee Savino added that the Plan
Commission had four meetings and the Zoning Board of Appeals held two
meetings.
Plan Commission and Zoning Board of Appeals Recommendations:
Text Amendments — The Plan Commission at its meeting on May 20, 2002,
voted 4 to 0 with two abstentions, and the Zoning Board of Appeals at its
meeting on July 11, 2002, voted 5 to 0, to recommend approval of the
DuPage Housing Authority request for three text amendments in the CR
District. The planned purpose for these amendments is to permit senior
citizen assisted living facilities as a special use with the following
parameters:
• the facility be owned or operated by an Illinois municipal corporation or
an instrumentality of an Illinois municipal corporation;
• the maximum Floor Area Ratio be established at .50 if located adjacent
to open space of not less than 75 acres; and
• the setback along the right -of -way of any street be twenty (20) feet.
In making this recommendation, the Zoning Board of Appeals concurred
with the Plan Commission finding that the petitioner has satisfactorily
addressed the applicable factors for approval of text amendments to the
Zoning Ordinance.
Special Use — The Plan Commission at its meeting on May 20, 2002 voted 4
to 0 with two abstentions, and the Zoning Board of Appeals at its meeting
on July 11, 2002, voted 5 to 0, to recommend approval of the DuPage
Housing Authority request for a special use to permit the conversion of the
6.189 acre St. Paschal's Friary site into a 93 -unit senior citizen assisted
living facility. In making this recommendation, the Plan Commission and
Zoning Board of Appeals found that the petitioner had addressed the factors
for approval of a special use as required by ordinance. Also, the Zoning
Board supplemented its findings by incorporating page 3 through 6 of the
April 9, 2002 Polach Appraisal Group analysis.
In recommending approval of this special use request, the Zoning Board
attached the following conditions:
VILLAGE OF OAK BROOK Minutes Page 5 of 18 August 13, 2002
DP HODS AUTH -
3400 ST PASCHAL
DR
TXT AMNDMNT &
SPEC USE
7.A. 1. The development shall be in substantial conformance with the
architectural plans as submitted and the revised site plan which depicts
Alternate A that addresses the issues of the Trinity Lakes Homeowners
Association if silt is ever stored on the site.
2. The special use would be granted to the DuPage Housing Authority, an
Illinois municipal corporation or an instrumentality of the DuPage
Housing Authority.
3. A building permit is obtained within one (1) year of the date of the
approved special use ordinance by the Village Board of Trustees.
4. A certificate of occupancy is obtained within three (3) years of any
ordinance approving the special use.
5. The development is to have a maximum of 93 total units of those, a
maximum of 19 units would be "affordable units" and in any event, the
percentage of affordable units to total units shall not exceed the ratio of
19/93.
6. If at any time, less than 20 percent of the occupants of the project are
occupied by Oak Brook residents, persons who have been Oak Brook
residents (Oak Brook being their primary residence for at least two
years) shall be given preference in filling vacancies until the 20 percent
figure is achieved.
7. The screening that currently exists along St. Paschal Drive be
maintained.
8. In the event that the project fails, the property shall revert back to the
Forest Preserve District of DuPage County.
In addition to meeting the required standards for approval of the special use,
the Plan Commission and Zoning Board of Appeals found that the special
use as requested 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. It was also found that the requests would
benefit the general public and would result in the preservation of an
architecturally significant building within the Village.
Mr. John E. Howlett, attorney for the DuPage Housing Authority, read the
proposed text amendments to the CR District of the Zoning Ordinance.
Village Attorney Martens indicated that he had reviewed the proposed text
amendments and found them to be in proper order.
Mr. Constantine Xinos, 149 Briarwood North, expressed his concern for this
project. He indicated that he had not heard any comments as to benefits to
the Village of Oak Brook if this project were approved.
VILLAGE OF OAK BROOK Minutes Page 6 of 18 August 13, 2002
M
7. A. Mr. Terry O'Malley, 30 Breakenridge Farm, expressed concern for the cost
of the project and suggested that the Village require a corporate guarantee
for the project.
Trustee Aktipis, who served as Chairman of the Plan Commission during
the four month hearing process, commented that he sees that this project
would provide for the utilization of an old building of some historical
significance rather than its demolition and could provide housing for seniors
from the Village of Oak Brook. He did however express his concern for the
financial feasibility of the project.
Mr. Eric Volkman, 41 Mockingbird Lane, was also concerned about the
financial feasibility and also asked how the Village of Oak Brook benefits
from the project. Mr. Howlett responded that it provided a need for senior
housing within the region and indicated that throughout the process they had
addressed most of the concerns expressed. He reiterated a number of the
stipulations that they would comply with that the Village required and other
positive data that had been presented.
Trustee Craig commented that his vote was not related to the issue of
subsidized housing or the agencies involved in the project but to the
condition of the building.
Trustee Miologos asked for a Roll Call Vote for this topic.
Motion by Trustee Savino, seconded by Trustee Aktipis, to concur with the
recommendations of the Plan Commission and Zoning Board of Appeals to
approve the DuPage Housing Authority request for three text amendments
in the CR District and direct the Village Attorney to draft the necessary
ordinances for final consideration at the August 27, 2002 Board of Trustees'
Meeting. ROLL CALL VOTE:
Ayes: 2 - Trustees Aktipis and Savino.
Nays: 4 - Trustees Caleel, Craig, Korin and Miologos
Absent: 0 - None. Motion failed.
Motion by Trustee Caleel, seconded by Trustee Miologos, to deny the
DuPage Housing Authority's request for three text amendments in the CR
District and for a special use to permit the conversion of the 6.189 acre St.
Paschal's Friary site into a 93 -unit senior citizen assisted living facility.
ROLL CALL VOTE:
Ayes: 5 - Trustees Aktipis, Caleel, Craig, Korin and Miologos.
Nays: 1 - Trustee Savino.
Absent: 0 - None. Motion carried.
VILLAGE OF OAK BROOK Minutes Page 7 of 18 August 13, 2002
7. B. DUPAGE HOUSING AUTHORITY —3400 ST. PASCHAL DRIVE — DUPGE HODS AUTH
3400 ST. PASCHAL
PRELIMINARY/FINAL SUBDIVISION PLAT SUBDVSN PLAT
Plan Commission Recommendation
Preliminary /Final Subdivision Plat — At its meeting on May 20, 2002, the
Plan Commission reviewed an application from the DuPage Housing
Authority requesting approval of a preliminary /final plat of subdivision for
6.189 acres located at 3400 St. Paschal Drive. This new parcel is being
created in order to accommodate the planned conversion of St. Paschal
Friary into a 93 -unit senior citizen assisted living facility.
By a vote of 4 to 0, the Plan Commission recommended approval of the
preliminary /final plat to be known as the Friary Residences of Mayslake
subject to the following condition:
Address all issues contained in the memorandums dated January 31,
February 1, February 8, and March 4, 2002 from Village Engineer
Durfey including final engineering approval.
In making this recommendation, the Plan Commission found that this plat
met all applicable standards required for approval of a preliminary /final plat
of subdivision.
The Board did not vote on this issue as they had previously denied the text
amendments and the DuPage Housing Authority request for a special use to
permit the conversion of the 6.189 acre St. Paschal's Friary site into a 93-
unit senior citizen assisted living facility.
8. ACTIVE AGENDA (Items for Final Action): ACTIVE AGENDA
A. CONFIRMATION OF APPOINTMENTS: None.
B. ORDINANCES & RESOLUTIONS:
1) ORDINANCE 2002- BD -BOT -EX2 -S -1022, "AN ORDINANCE RE- ORD02- BD -BOT-
EX2 -S -1022 -
ADOPTING THE VISION AND MISSION STATEMENTS OF THE VISION /MISSION
VILLAGE OF OAK BROOK." STATEMENTS
The ordinance re- adopts the Village Board vision and mission
statements as discussed at the Committee -of -the -Whole meeting of June
3, 2002. The vision statement has been amended as requested at the
Committee -of -the -Whole meeting. Specifically language has been
added to include a concern for keeping community facilities beautiful,
safe and of high quality. The mission statement is unchanged from that
adopted by the Board on July 24, 2001.
VILLAGE OF OAK BROOK Minutes Page 8 of 18 August 13, 2002
Z(
8. B. 1) 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.
Motion by Trustee Korin, seconded by Trustee Aktipis, to approve
Ordinance 2002- BD- BOT -EX2 -S -1022, "An Ordinance Re- adopting the
Vision and Mission Statements of the Village of Oak Brook." ROLL
CALL VOTE:
Ayes: 6 - Trustees Aktipis, Caleel, Craig, Korin, Miologos and Savino.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
2) ORDINANCE 2002 -BD -SPC -G -701, "AN ORDINANCE AMENDING ORD02-BD- SPC -G-
701 - AMND VIL
SECTION 2 -7 -2 OF THE VILLAGE CODE OF THE VILLAGE OF CODE SEC 2 -7 -2
OAK BROOK RELATIVE TO THE SAFETY PATHWAY SAFETY PATH CTE
COMMITTEE."
Pursuant to the Board of Trustees' direction, the ordinance reduces the
number of members of the the Safety Pathway Committee.
Motion by Trustee Miologos, seconded by Trustee Caleel, to approve
Ordinance 2002 -BD -SPC -G -701, "An Ordinance Amending Section 2-
7-2 of the Village Code of the Village of Oak Brook Relative to The
Safety Pathway Committee." ROLL CALL VOTE:
Ayes: 6 - Trustees Aktipis, Caleel, Craig, Korin, Miologos and Savino.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
3) ORDINANCE 2002 -BD- OBHCVC -G -702, "AN ORDINANCE ORD 02 -BD-
OBHCVC -G -702 -
AMENDING SECTION 2 -5 -2 OF THE VILLAGE CODE OF THE AMND VIE CODE
VILLAGE OF OAK BROOK RELATING TO THE HOTEL SEC 2 -5-2 HTL,
CONVENTION AND VISITORS COMMITTEE." CONY & VIS CTE
The Village Code currently provides that the Hotel, Convention and
Visitors Committee consist of seven members, at least two of whom
operate or manage a hotel in Oak Brook. The work of the Committee
revolves primarily around preparing an annual marketing campaign
aimed at increasing overnight stays in all Oak Brook hotels, and
implementing that campaign. Funding is provided via the 1% tax on
overnight room rates.
VILLAGE OF OAK BROOK Minutes Page 9 of 18 August 13, 2002
B. 3) While the Code does not specifically designate the remaining five
members, the Committee has historically consisted of the general
managers of the publicly available hotels in Oak Brook (Oak Brook
Marriott, Hyatt Regency Oak Brook, Renaissance and Wyndham
Drake), the Executive Director of the Oak Brook Area Association of
Commerce and Industry, the General Manager of Oakbrook Center and
a resident of the Village.
The ordinance amends Title 2, Chapter 5 to clearly reflect the current
composition of the Committee. The ordinance also increases the
number of Committee members from seven to nine in order to
accommodate representation of the hotel operated at McDonald's
Lodge, which has recently been made available for reservations by the
general public, and the Residence Inn, anticipated to be opened to the
public during the first quarter of 2003. Finally, the ordinance also
increases the number of members constituting a quorum from three to
four. The Hotel, Convention and Visitors Committee met on August 8,
2002 and are supportive of the changes.
Motion by Trustee Craig, seconded by Trustee Caleel, to approve
Ordinance 2002 -BD- OBHCVC -G -702, "An Ordinance Amending
Section 2 -5 -2 of the Village Code of the Village of Oak Brook Relating
to The Hotel, Convention and Visitors Committee." ROLL CALL
VOTE:
Ayes: 6 — Trustees Aktipis, Caleel, Craig, Korin, Miologos and Savino.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
C. AWARD OF CONTRACTS:
1) OPERATION OF ALARM MONITORING SYSTEM
The agreement represents the current mechanism by which private alarm
systems throughout the Village are monitored by the Village
Communications Center. The alarm board located in the
Communications Center is owned by ADT Security Services, Inc., and
residents and businesses may link their individual burglar or fire alarm
systems to that board via telephone line. The resident or business pays
an initial connection fee and a monthly monitoring fee (currently, $105
and $17, respectively) directly to ADT Security Services, Inc., and the
Village receives a portion of the monthly fee (currently $4) in
recognition of the fact that our Communications Operators monitor the
board and dispatch alarm calls.
VILLAGE OF OAK BROOK Minutes
Page 10 of 18
August 13, 2002
AWARD CT
ALRM MON SYS
C. 1) The prior agreement was for a period of five years, and although there
existed a contractual provision for annual increases to the monthly
monitoring fee charged to subscribers, there have been no such increases
during the term of that Agreement. The Agreement again has a five year
term. The initial connection fee has been increased to $120, and the
monthly monitoring fee has been increased to $20 per month. The
agreement allows for increases in the monitoring fee on the anniversary
date of the agreement based on the percent change in the CPI (with a cap
of $1).
Motion by Trustee Aktipis, seconded by Trustee Caleel, to approve
renewal of the Village's agreement with ADT Security Services, Inc. for
operation of the alarm monitoring system in the Village Communication
Center, and authorize the Village President to execute the new
agreement. ROLL CALL VOTE:
Ayes: 5 - Trustees Aktipis, Caleel, Korin, Miologos and Savino.
Nays: 0 - None.
Absent: 1 - Trustee Craig. Motion carried.
2) EXTENSION OF BANKING SERVICES
As a result of a request for a competitive proposal process in 1999,
American National Bank was awarded a contract for all Village banking
services with the exception of third party safekeeping of Village
investments, which was awarded to Oak Brook Bank. The services
provided by American National Bank include all checking accounts,
credit card procession, "sweep" accounts, and various on -line banking
functions.
The initial agreement was for three years, with the Village holding the
sole option of two additional years subject to satisfactory fee
negotiations. American National Bank has indicated that they will hold
the existing fees for two additional years. The current fee structure
continues to be competitive in today's market. However, at this time
Finance Director Langlois recommends authorizing only the first of two
option years due to a change in the officer assigned to our account so
that staff may be assured that the level of service will continue to meet
the Village's expectations.
VILLAGE OF OAK BROOK Minutes
I
Page 11 of 18 August 13, 2002
EXTND BNK SERV
8. C. 2) Motion by Trustee Aktipis, seconded by Trustee Caleel, to approve a
one -year extension of the banking services agreement with American
National Bank through September 28, 2003. ROLL CALL VOTE:
Ayes: 6 - Trustees Aktipis, Caleel, Craig, Korin, Miologos and Savino.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
3) UNDERGROUND STORAGE TANK UPGRADE
Bid packages were sent out to five companies. Four sealed bids were
received on Monday, July 29, 2002. The bids received are: Sheffield
Construction Corp., $17,990.00; Mosbeck Industrial Equipment,
$24,445.00; Metro Tank and Pump Company, $25,808.00 and The Luse
Company, $27,310.00. Huff & Huff, the consulting firm for this
project, reviewed all bids submitted. They had worked with Sheffield
Construction Corp. several years ago. Based upon that experience, they
recommend Sheffield Construction for this project.
The scope of work for this project is modification of the tank sump
pump systems for two double -wall fiberglass underground storage tanks
located at the Village's Public Works building (3003 Jorie Boulevard).
These tanks store fuel for the Village's maintenance, emergency and
police vehicles. The fuel pump keypad stand shows signs of corrosion
and will be replaced. This upgrade will comply with all mandated
requirements for leak detection, spill, overfill, and corrosion protection.
This work is of a similar nature to that performed in 2000 at Reservoir
B. Funds in the amount of $25,000.00 have been budgeted in the
Garage Operations Program (341 -9040) for this work.
Motion by Trustee Miologos, seconded by Trustee Caleel, that the
Village Board award a contract to the lowest responsive and responsible
bidder, Sheffield Construction Corp., 4635 South Harlem Avenue,
Forest View, Illinois 60402, subject to staff review, for underground
storage tank upgrades at a lump sum cost of $17,990.00. ROLL CALL
VOTE:
Ayes: 6 - Trustees Aktipis, Caleel, Craig, Korin, Miologos and Savino.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
9. INFORMATION & UPDATES:
A. VILLAGE PRESIDENT:
VILLAGE OF OAK BROOK Minutes
Page 12 of 18 August 13, 2002
UST UPGRD
INFO & UPDATES
VLLG PRES
9. A. President Bushy announced that on August 27th there will be a combined
training exercise with the Village Emergency Management Team and
School District #53 staff. This exercise is being conducted by the FIAT
swat team beginning at 8:30 a.m. at Butler Junior High School on York
Road. She commended School District 53 Superintendent Sabatino for his
efforts in coordinating this event with Village staff. She also wanted the
public to be aware of the exercise since there will be noticeable activity in
the area. This exercise is for school district staff and children will not be in
attendance.
President Bushy also invited the public to attend a flag ceremony at the
Village Hall on September 11th in memory of the incident that occurred last
year on that date. On that day the flags will be raised on the reinstalled flag
poles for the first time at what will be the new entrance to the Village Hall
and will be flown at half staff for the rest of the day. A benediction will be
offered. All Village operations, with the exception of emergency
operations, will cease at 9:55 a.m. and resume at 10:30 a.m. to allow Village
employees to attend this program. Further information will be available on
our website www.oak- brook.or .
She reported that Oak Brook Community Church on Midwest Road will
offer services at 7:00 p.m.and Christ Church on York Road will have
services at 7:30 p.m. that evening.
She added that on various dates throughout the fall the Village flags will be
flown at half mast to honor Joe Fullan, Phil Mayer and Art Muschler for
their service to the Village.
B. VILLAGE MANAGER:
Acting Village Manager Crotty reported that in order to help combat the
West Nile Virus, the Village has conducted one adultacide spraying
treatment and another is scheduled for later in the month in order to control
the adult mosquito population. Trustee Aktipis commented that he was
aware of different types of insecticide, short-term and long -term, and asked
for clarification as to the type the Village used. Manager Crotty responded
that he would have staff relay that information.
Manager Crotty displayed the new Pathway System map, which had been
put together in collaboration with the Park District. Tom Suhs the Director
of the Oak Book Park District was instrumental in the design of the map.
Manager Crotty indicated that they will be included in the next edition of
the Village newsletter and were available at the Village Hall and at the Park
District.
VILLAGE OF OAK BROOK Minutes Page 13 of 18 August 13, 2002
VLLG MGR
10. DEPARTMENTAL REPORTS —LIAISON ASSIGNMENTS: DEPT. RPTS
11
Community Development
Finance & Purchasing
Library & Technology
Public Safety
Engineering, Public Works & Safety Pathway System
Sports Core, Community Events & Hotel, Convention
& Visitors Committee
Village Clerk
Departmental reports were accepted as presented.
UNFINISHED AND NEW BUSINESS:
Trustee Savino
Trustee Aktipis
Trustee Korin
Trustee Caleel
Trustee Miologos
Trustee Craig
Clerk Gonnella
A. DISCUSSION — MAINTENANCE OF OLD LIBRARY BUILDING
As part of the 2003 -2007 Five -Year Financial Plan process, staff has begun
to identify costs related to maintaining the old Library building at 1112 Oak
Brook Road. Public Works Director Meranda has prepared a spreadsheet
with very preliminary cost estimates for each item. The spreadsheet
includes items that would be necessary whether or not the building is
occupied. These items are related to basic maintenance, e.g. tuck - pointing,
painting, HVAC issues that amount to approximately $333,000 and others
that are related to code requirements, e.g. HVAC screening, installation of
handrails, tying boiler floor drain into the sanitary sewer line that amount to
approximately $36,500. Additional items that would be necessary if the
building were occupied by a tenant include ADA issues regarding doors and
clearances, etc., which amount to approximately $49,500.
The estimated costs are significant, and will have an impact on the Five -
Year Financial Plan. Given the current constraints on the budget, staff is
seeking direction regarding the Board's degree of commitment to the
maintenance of this Building.
Trustee Savino asked about the involvement of the Park District in the use
of the building. President Bushy responded that discussion had begun with
the Historical Society to work out a leasing arrangement with the Village for
them to use the building. Dr. Howard Trier, President of the Oak Brook
Park District, confirmed that it is set by state statute that historical societies
as well as museums function under the auspices of park districts. Therefore,
any involvement with the Oak Brook Historical Society would include the
Oak Brook Park District.
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Page 14 of 18 August 13, 2002
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MAINT OLD LIB
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11. A. Trustee Caleel suggested that a committee be formed consisting of staff
and /or a trustee to work with the Park District on this project. He also
suggested that the Park District lease the whole building, upgrade the
building to their needs and then the Village would lease the space it needed
for storage from the Park District. Dr. Trier responded that in order to take
on a project of that nature they would need to finance the project through a
tax increase.
Trustee Miologos expressed concern for the Village's ability to pay for any
of the upgrades on this building in lieu of the Village's current financial
situation and the list of items already being deferred by the Village.
Trustee Aktipis recognized that at some point in time the Village would be
required to maintain this property if the Park District was unable to
participate and it was important to know the urgency of the maintenance.
Public Works Director Meranda recommended immediate attention to the
tuck - pointing and exterior wood trim and suggested including these items in
the 2003 Budget. Further discussion included a request to evaluate the code
requirements to determine what could be postponed.
Trustee Korin suggested that Board discussion be deferred until a committee
is formed and discussions with the Park District have begun. President
Bushy recommended Trustee Miologos, the Public Works liaison trustee,
and Trustee Savino, the Community Development liaison trustee, work with
staff and the Park District on this project.
Finance Director Langlois recommended that $100,000 be set in the Five -
Year Plan. Board consensus was not to budget funds and look to the
resolution of the use of the building as being cost neutral to the Village.
B. 2003 PRELIMINARY BOARD OBJECTIVES
The draft list of Village Board Objectives had been placed on the agenda in
order to provide a formal opportunity for the Board to add, delete or change
the thrust or content of any objective. Objectives concerning the
continuation of the Safety Pathway Committee, formal reporting of the
Library's progress in meeting established standards and the landscaping of
areas around the Library facility were added following the Board's June 3,
2002 discussion. Sports Core objectives concerning marketing,
consideration of the development of a "business plan ", and the possibility of
establishing a garden area on the property were added following the Boards
July 22, 2002 discussion.
VILLAGE OF OAK BROOK Minutes
Page 15 of 18 August 13, 2002
2003 PREL BD OBJ
11. B. President Bushy indicated that the Five -Year Financial Plan and the budget
were based on these objectives and asked if there were any additions or
corrections to the draft document that they had been provided.
Trustee Korin asked to include the Sports Core in the objective to reduce
General Corporate Fund subsidization.
Trustee Miologos asked that videotapes of the Village Board Meetings be
included as part of the permanent documents of the Village. Discussion
ensued relative to the problems with storage and technological changes.
Trustee Korin then suggested that they be retained for a period of five years
effective January 1, 2003.
Trustee Caleel suggested changing the objective to continue implementation
of the right -of -way beautification program to include "as authorized by the
Village Board." He would like to see it done only if there are funds
available.
Discussion ensued relative to the objective to evaluate the need to extend
the Safety Pathway Committee beyond its June 30, 3003 sunset date to
clarify the intent of the objective.
President Bushy suggested including in the future the possibility of a river
walk being developed along the Salt Creek portion of the Sports Core.
Trustee Korin stated that she felt the objective for food and beverage to
"break- even" should include debt - service. Trustee Miologos suggested
changes to the phrasing of the objective.
Trustee Miologos wished to change the objective of a solid waste recycling
program for the Sports Core to say implement rather than consider. Bath
and Tennis Club Manager Sartore provided background that indicated
recycling carried a large cost. Trustee Miologos asked that the objective to
consider carry a time constraint to be presented by March 1, 2003.
Trustee Miologos also suggested that the membership increase objective
carry the same time frame and specify Bath and Tennis Club.
Trustee Caleel felt that videotaping of the Plan Commission and Zoning
Board of Appeals meetings was too costly for the benefits it provided.
Trustee Miologos felt that it should begin on January 1, 2003. Trustee
Aktipis suggested that videotaping be done for selected meetings which
would be determined by the Board at the time of referral.
VILLAGE OF OAK BROOK Minutes Page 16 of 18 August 13, 2002
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11. B. The objective suggesting architectural design review was changed to read
"Explore opportunities for review of architectural design via the zoning
process.
Trustee Caleel asked that a procedure manual be created that sets
Community Development procedures.
C. DISCUSSION — VILLAGE MANAGER SEARCH
President Bushy provided information to the Village Board if they chose to
consider the use of a search firm for the hiring process of a new Village
Manager. The Village Board has received a proposal from The PAR Group.
President Bushy suggested that the PAR Group would be the best choice, as
they are by far the largest and most likely "player" in this field.
Trustee Caleel suggested that rather than use a search firm, the Village
should attempt to advertise for the open position. President Bushy asked for
discussion to provide criteria to use for the advertisement. Trustee
Miologos suggested using former Manager Veitch's job description as the
criteria. The Board asked that the PAR Group provide cost information for
the various options in their proposal. Discussion ensued relative to the
amount of the time involved in advertising. Consensus of the Board was to
start the process with advertising. President Bushy explained the interview
processes that had been used in the past.
12. OTHER BUSINESS PERTAINING TO VILLAGE OPERATIONS:
Trustee Craig noted the difficult times of our nation and economy. He
expressed concern for the cost of travel related to out of state training of Village
employees. He suggested a moratorium on out of state travel until the end of
the year. The Village Board asked the Acting Village Manager to review the
travel that has been expended this year and what is planned for the remainder of
the year and schedule a discussion at the meeting on August 27, 2003.
Finance Director Langlois explained the process of each travel request that is
processed.
Trustee Miologos asked that Acting Village Manager Crotty require Harbour
Contractors, Inc. to provide information and costs of HVAC enclosures by
September 15, 2002. Director of Information Services & Purchasing Bruce
Kapff described the extensive process that Harbour used to provide the Board
with options and costs.
VILLAGE OF OAK BROOK Minutes
Page 17 of 18 August 13, 2002
VM SEARCF[
OTHER BUS.
13. ADJOURNMENT:
Motion by Trustee Craig, seconded by Trustee Caleel, to adjourn the meeting at
11:22 p.m. VOICE VOTE: Motion carried.
ATTEST:
K. Gonnella, CMC
Village Clerk
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