Minutes - 08/22/1995 - Board of Trustees+II Y'k
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VILLAGE OF OAK BROOK Minutes Auua. 22. 1995
UNOFFICIAL UNTIL APPROVED AS WRITTEN
OR AS AMENDED BY VILLAGE BOARD
ON SEPTEMBER 12, 1995.
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 7:34 p.m.
Pledge of Allegiance was given.
The Clerk called the roll with the following persons
PRESENT: President Bushy, Trustees Bartecki, Kenny, McInerney, Payovich,
Savino and Shumate.
ABSENT: None.
IN ATTENDANCE: Stephen B. Veitch, Village Manager; Dale L. Durfey, Jr.,
Village Engineer; Torn Hawk, Director of Code Enforcement; Bruce F. Kapfl:,
Purchasing Director /Grants Coordinator, Darrell J. Langiois, Finance
Officer/Treasurer, Richard A. Martens, Village Attorney; Ruth A. Martin, Librarian;
Bobbie Petz, Libra►-y Commission President; and Joe Fullan, Library Commission
Member.
MIT
Motion by Trustee McInerney, seconded by Trustee Bartecki, to approve the
minutes of the Committee -of- the -Whole Meeting of August 7, 1995 as presented
and waive the full reading thereof. VOICE VOTE: Motion carried.
Motion by Trustee McInerney, seconded by Trustee Bartecki, to approve the
minutes of the Regular Meeting of August 8, 1995 as presented and waive the full
reading thereof. VOICE VOTE: Motion carried.
Motion by "Trustee McInerney, seconded by Trustee Bartecki, to approve: the
Omnibus Agenda. ROLL CALL VOTE:
Ayes: 6 - Trustees Bartecki, Kenny, McInerney, Payovich, Savino and
Shumate.
Nays: 0 - Florae.
Absent: 0 - None. motion carried.
A. APP VAL OF BILLS: Approved Omnibus Vote.
B. AFr? EOVAL OF PAYROLL: Approved Omnibus Vote.
VILLAGE OF OAK BROOK Minutes Page 1 of 7 August 22, 1995
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■' 3ANCTUARY SUBDIVISIO --P-RELI a A EL PLAT Q:
Vote.
F TION --CART-P-AIH PAVING: Approved Omnibus Vote.
Omnibus Vote.
H. ACCEP- NO PLACE l ,. ORT • •
Approved Omnibus •
REQUESTS FOR PROPOSALS/BIOS FOR !HE RURQ -QF ITEMS
The ordinance requests surplus status for certain items of Village personal
property. 4 to the varied nature of
requesting sealed bids or negotiating the sale based on proposals received.
All proposed sales will be presented to the Village Board for consideration.
Motion by Trustee Bartecki, seconded by Trustee McInerney, to {crass
Ordinance 95- PP- EXI- 5-828, "An Ordinance Authorizing Requests for
Proposals /Bids for the Purchase of Items of Personal Property Owned by
the Village of Oak Brook ", as presented and waive the full reading thereof.
ROLL CALL VOTE:
Ayes: 6 - Trustees Bartecki, Kenny, McInerney, Payovich, Savino and
Shumate.
Nays: 0 - Gone.
Absent: 0 - None. Motion carried.
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The ordinance renames Phoebus Lan a (in the Steeplechase Subdivision) to
"Coventry Lane ",
VILLAGE OF OAK BROOK Minutes Page 2 of 7 August 22, 1995
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Motion by Trustee Shumate, seconded by Trustee McInerney, to pass
Ordinance 95- ST -INC -S -529, "An Ordinance Renaming a Previously Named
Street within the Village of Oak Brook, Du Page and Cook Counties, 11-6, as
presented and waive the full reading thereof.
BOLL CALL VOTE:
Ayes: 6 - Trustees Bartecki, Kenny, McInerney, Payovich, Savino and
Shumate.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
1 !-
Trustee McInerney asked why staff recommends the same consultant,
James J. Benes & Associates, for Village projects. Village; Engineer Durfey
explr fined that Benes & Associates has extremely reasonable rates, their
firm is cognizant of the standards required by the Village; and due to their
knowledge of Illinois Department of Transportation regulations, Motor Fuel
Tax and Corporate funds may be used for the construction cost of the
project. Trustee McInerney requested staff to indicate why they recommend
a firm, from a fiduciary viewpoint, for Village projects.
Village Manager Veitch indicated staff was able to change the scope of the
engineering work due to the nature of the project. This enabled the Village
to use a maintenance specifications /spreadsheet in designing the project in
lieu of full engineering design plans with a cost savings of $35,000 to
$40,000 for the engineering services for the project.
Motion by Trustee Payovich, seconded by Trustee Kenny, to approve an
'Agreement for Engineering Services with James J. Benes & Associates,
Inc. for protessional engineering services for the 1995 Paving Project in the
not-to-exceed amount of $122,000. ROLL CALL VOTE:
Ayes: 6 - Trustees Bartecki, Kenny, McInerney, Payovich, Savino and
Shumate.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
Bid packElges were sent to ten (10) vehicle and equipment firms.
Competitive sealed bids were received on August 16, 1995 from three (3)
companies for two (2) replacement trucks in the Public Works Department.
VILLAGE OF OAK BROOK Minutes Page 3 of 7 August 22, 1995
Motion by Trustee Savino, seconded by Trustee Payovich, to reject all bads,
as they were all nonresponsive to our bid specifications, and authorize staff
to negotiate with the lowest of the nonresponsive bidders, Schmerler Ford,
and return with the negotiated price for the purchase of the vehicles to the
Regular Meeting of September 12, 1995. VOICE VOTE: Motion carried
with Trustee Shumate voting nay.
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VIM [Cat 11
The Zoning Board of Appeals held the required public hearing and made a
recommendation regarding the Mitchell request for a variation to omit the
stormwater detention requirements of the DuPage County Countywide
Stormwater and Flood Plain Ordinance for a two4ot subdivision of this
approximately 6 -acre site.
The Zoning Board of Appeals, based on certain findings and determined
circumstances, recommended approval by a vote of 4 to 0 with 2
abstentions. The two abstaining members, while not opposed, would have
liked more time for consideration, thus abstained from voting on the motion
to recommend approval. The motion made and passed recommending
approval was based on the following:
1. The granting of this variation request is consistent with general
purpose and intent of the Ordinance;
2. Due to the time related characteristics of the peak flow
generated, downstream properties will not incur increased peak
flow;
3. The properties will be developed with no greater impervious
areas than 33% of the lot area or one acre, whichever is less;
4. The property is adjacent to the outflow tributary of Salt Creek;
5. The property is heavily wooded and the seller and
contract/purchaser are establishing land covenants to insure
maximum protection of the wooded nature of the site; and
6. The proposed subdivision is small in size and will consist of a 3-
acre lot and 4.6 acre lot.
Motion by Trustee Shumate, seconded by Trustee Savino, to direct the
Village Attorney to draft the necessary ordinance subject to the following
conditional elements:
1. The development of the property as a two -lot single-family
detached subdivision;
VILLAGE OF OAK BROOK Minutes
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Page 4 of 7 August 22, 1995
2. The establishment of covenant(s) protecting the wooded
character of the property;
3. A limitation on the impervious area to a 33% maximum per lot or
one -acre per lot whichever is the lesser, and
4. A stormwater impact statement for all the surrounding area.
VOICE VOTE: Motion carried.
President Bushy acknowledged that there are parcels of land in DuPage
County that strict adherence to the Stormwater Management Ordinance
would breach the adherence of the law and would be more harmful to the
property. President Bushy thanked Village Engineer Durfey for his efforts in
participating in the writing of the County ordinance.
Village Manager Witch indicated the subdivision is proceeding through the
Village's process and recommended modifying the resolution when the
subdivision has been approved by the recommending bodies and brought to
the Village Board for review.
Trustee Bartecki recommended the Village begin the first phase of the
Technology Plan by implementing financial softwarethardware applications
($430,500) and document management, and requested staff to cost justify
the need for an Information Systems Director at this time and prioritize the
other phases.
Village Manager Veitch stated staff will cost justify the need for a full 4ime, in-
house Information Systems Director for the next Village Board meeting.
President Bushy noted the summary provided by Purchasing Director Kapffi
indicates the Fire and Police Departments delay any of their implementation
until the CAD system is online and operational.
Trustee McInerney requested objectives be set and indicate the Technology
Plan as a tool to accomplish Village objectives.
Trustee Shumate stated staff should have accessible the latest technology
for communication. He recommended the entire Technology Plan be
implemented simultaneously for all departments. An in -house Information
Systems Director should be hired, and he further recommended maintaining
the present system t until the new system is operational.
Trustee Kenny recommended to proceed slowly in a step -by -step basis of
implementation.
Trustee Payovich recommended the financial applications and document
management be implemented and review that process before Implementing
another phase.
VILLAGE OF OAK BROOK Minutes Page 5 of 7
August 22, 1995
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Trustee Savino inquired into a contract information Systems Director rather
than a full-time employee. Vi9age Manager Veitch explained that an in-
house Information Systems Director is needed now due to the number of
stand -alone PCs that have software problems.
President Bushy recommended that the Information Systems Director
should present in -house training for the employees.
Purchasing Director Kapff addressed his concern to the Village Board of
including the network phase with the financial softwarethardware and
document management. The cost of the project would be $544,500.00. It
would be difficult to implement the first phase of the Plan without networking
for all staff to have the data accessible to them.
It was the consensus of Trustees Kenny, Savino and Shumate that the first
phase of the implementation should be: network, o,fice automation,
document management, financial applications and an Information Systems
Director.
Trustees Bartecki and Payovich recommended the financial applications and
document management phase at this time, and then proceed slowly in a
step -by-step basis of implementation.
Trustee McInerney abstained, as the Technology Plan was not indicated as
a tool to accomplish the Village's objectives.
It was the consensus of the Board to place the following two items on the
Active Agenda for September 12, 1995:
1. Approval to retain professional services relating to the RFP
process for hardware and software for the Base Implementation
components of the Plan (F,hae od on Page 2 and highlighted in
Exhibits C and D); and
2. Approval of an ordinance amending the 1995 Salary Plan to
create the budgeted Information Systems Specialist position.
The Collection Management Policy is a document developed by the Library
staff to bring Oak Brook Public Library into conformance with the standards
established in Avenues to Excellence 11, the guiding document prepared by
the Illinois State Library to assist public libraries in the State to serve their
clients professionally.
They Collection Management Policy describes the community to be served;
Identifies the purpose of the collection; assigns responsibility for collection
management and sets parameters including subject areas, formats and
depth of collection. It states the criteria used by th+) institution for selecting,
replacing, withdrawing and disposing of collection materials. It addresses
VILLAGE OF OAK BROOK Minutes Page 6 of 7
August 22, 1995
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gifts, requests for purchasing materials and requests for reconsidering
materials already in the collection. A statement is included adopting the
American Library Association's intellectual freedom documents (the
Bill of Rights, the Freedom to Read and the F statements),
which are standards in the nation's public libraries.
In view of the fact that the Village Library Act under which the Oak Brook
Public Library is established does not address disposal of materials, the
Collection Management Policy drams on the Local Literary Act for guidance
in this area. Accordingly, it would be appropriate to adopt the relevant
portion of that Act.
Motion by Trustee McInerney, seconded by Trustee Bartecki, to direct the
Village Attorney to draft the necessary ordinance adopting the Collection
Management Policy and ordinance adopting the portion of the Illinois Local
Library Act (75 ILLS 514 -16) pertaining to the disposal of library collection
materials for action at the Regular Meeting of September 12, 1995. VOICE
VOTE: Motion carried.
President Bushy commended Library personnel and the Library Commission
for their efforts in developing the Collection Management Policy.
Motion by Trustee McInerney, seconded by Trustee Bartecki, to adjourn the
meeting at 9:18 p.m. VOICE VOTE: Motion carved.
ATTEST:
Linda K. Gunnella, CMC
Village Clerk
bot822
VILLAGE OF OAK BROOK Minutes
Page 7 of 7 August 22, 1995
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