Minutes - 08/22/2000 - Board of Trustees1.
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VILLAGE OF OAK BROOK Minutes August 22, 2000
UNOFFICIAL UNTIL APPROVED AS WRITTEN X
OR AS AMENDED BY VILLAGE BOARD ON
September 12, 2000
MEETING CALL: 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.
ROLL CALL: ROLL CALL
The Village Clerk called the roll with the following persons
PRESENT: President Bushy, Trustees Butler, Caleel, Craig, Kenny,
McInerney and Savino.
ABSENT: None.
IN ATTENDANCE: Stephen B. Veitch, Village Manager; Michael A. Crotty,
Assistant Village Manager; Dale L. Durfey, Jr., Village Engineer; Debra J.
Jarvis, Fire Chief; Robert L. Kallien, Jr., Director of Community Development;
Bruce F. Kapff, Director of Information Services & Purchasing; Richard A.
Martens, Village Attorney; Michael J. Meranda, Public Works Director; Allen
W. Pisarek, Police Chief; Bonnie Sartore, Bath & Tennis Club Manager, Fire
Captain Cronholm; Thomas C. Jacobs, Vice President for Earth Tech, Inc.;
Michael Hollis, Landscape Architect for Martin Design Partnership, Ltd; and
Ronald Gall, Project Manager for Harbour Contractors, Incorporated.
ANNOUNCEMENTS AND OPEN FORUM: ANNOUNCE
& FORUM
Trustee Caleel complimented Village Manager Veitch for his enforcement of
the Village's taxicab ordinance. Trustee Savino complimented the company
that services the Village for the mosquito abatement program. He also noted
that the Bath & Tennis Club membership increased to 423 as compared to last
year's 382 membership figure even when the Oak Brook Park District opened
their new pool facility. President Bushy commented that staff is developing a
marketing brochure for all the facilities being offered on the Sports Core
property.
Trustee Savino remarked that he had previously discussed at a Village Board
meeting the poor quality of cable reception he was receiving in his home. The
cable company determined that he had a faulty cable that was replaced. He
asked citizens to please contact AT & T Cable Services to ensure that any
difficulty with their reception may be due to a faulty cable.
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August 22, 2000
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APPROVAL OF MINUTES: MINUTES:
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Motion by Trustee Caleel, seconded by Trustee Craig, to approve the minutes
of the Regular Board of Trustees Meeting of August 8, 2000 as presented and
waive the full reading thereof. VOICE VOTE. Motion carried.
,$ Uffik 1: lUea`rom
All items on the Omnibus Agenda were routine in nature and enacted in one
motion. No one requested a separate discussion of an item for removal from
the Omnibus Agenda.
Motion by Trustee Caleel, seconded by Trustee Craig, to approve the Omnibus
Agenda. ROLL CALL VOTE:
Ayes: 6 - Trustee Butler, Caleel, Craig, Kenny, McInerney and Savino.
Nays: 0 - None.
Absent: 0 - None. Motion Carried.
APPROVAL:
A. APPROVAL OF BILLS: Approved Omnibus Vote.
BILLS -
$598,196.18
B. APPROVAL OF PAYROLL FOR PAY PERIOD ENDING
PAYROLL-
AUGUST 5, 2000: Approved Omnibus Vote.
$416,965.08
(gross)
C. CHANGE ORDERS: None.
D. PAYOUTS:
1) JAMES J. BENES & ASSOCIATES, INC. - PAYTOUT #21 - '99 PAV PROJ
1999 PAVING PROJECT - $221.46: Approved Omnibus Vote.
2) JAMES J. BENES & ASSOCIATES, INC. - PAYOUT #10 - 2000 2000 PAV PROJ
PAVING PROJECT - $18,532.09: Approved Omnibus Vote.
3) SCODELLER CONSTRUCTION, INC. - PAYOUT #1 & FINAL - 200 CRACK
2000 CRACK SEALING PROJECT - $41,403.68: Approved SEAL PROJ
Omnibus Vote.
4) CIVILTECH ENGINEERING, INC. - PAYOUT #18 - YORK/HARGR
YORK/HARGER BIKE TRAIL -$3,049.28: Approved Omnibus BIKE TRAIL
Vote.
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E. REFERRALS:
1) HAFFBRIARWOOD LAKES COMMUNITY ASSOCIATION REFER -
(32 REGENT DRIVE) - FLOOD PLAIN SPECIAL USE PERMIT PC & ZBA
- REFER TO PLAN COMMISSION MEETING ON SPEC USE
SEPTEMBER 18, 2000 AND ZONING BOARD OF APPEALS HAFF;BRIARwD
MEETING ON OCTOBER 3 2000: Approved Omnibus Vote. ASSOC.
F. AUTHORIZATION TO SEEK BIDS OR PROPOSALS:
1) WELL NO. 2 ABANDONMENT: Approved Omnibus Vote.
G. AUTHORIZATION TO NEGOTIATE CONTRACT - WATER SCADA -
UTILITY SCADA (SUPERVISORY CONTROL AND DATA CONTRACT
ACQUISITION) SYSTEM: Approved Omnibus Vote. NEGOTIATE
H. ACCEPT AND PLACE ON FILE - TREASURER'S REPORT OF TREAS RPT
JULY, 2000: Approved Omnibus Vote. 07/00
I. PLACE ON FILE FOR PUBLIC REVIEW - 2001 -2005 FIVE YEAR ON FILE -
FINANCIAL PLAN: Approved Omnibus Vote. 2001 -2005
FIVE YR PLAN
J. ORDINANCE #2000 -PP -S -971, AN ORDINANCE REPEALING ORD #00 -PP-
ORDINANCE 2000 -PP -S -968 AND AUTHORIZING THE SALE BY S -971
PUBLIC AUCTION OF PERSONAL PROPERTY OWNED BY THE AUCTION
VILLAGE OF OAK BROOK: Approved Omnibus Vote. VLLG PROP
ITEMS REMOVED FROM OMNIBUS AGENDA: None.
ACTIVE AGENDA (Items for Final Action):
A. APPOINTMENTS: None.
B. ORDINANCES & RESOLUTIONS:
1) RESOLUTION #2000- SD -FP -R -754, A RESOLUTION ORD #00 -SD-
APPROVING THE FINAL PLAT OF SUBDIVISION KNOWN FP -R -754
AS YORK ROAD PROPERTIES, L.L.C. SUBDIVISION (2001 YORK RD
YORK ROAD, OAK BROOK, IL 605231 SUBDIV
Motion by Trustee Savino, seconded by Trustee McInerney, to approve
Resolution #2000- SD -FP -R -754, "A Resolution Approving the Final
Plat of Subdivision Known as York road Properties, L.L.C. Subdivision
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(2001 York Road, Oak Brook, IL 60523)," as presented and waive the
full reading thereof. ROLL CALL VOTE:
Ayes: 6 - Trustees Butler, Caleel, Craig, Kenny, McInerney and
Savino.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
C. AWARD OF CONTRACTS:
1) 2000 SAFETY PATHWAY PROJECT - 35TH STREET 2000 SAFETY
(COVINGTON TO ST. STEPHENS GREENS PTHWY PRJ
Four sealed bids were received August 9, 2000. The budget for the
2000 pathway project is $98,000 in the Safety Pathway Improvements
Program (463- 9070). The budget included the 35th Street segment (this
project), as well as a path on Wood Glen Lane, from York Road to
Woodside Drive (pulled out of this year's project pending an easement
from the Oak Brook Park District). The low bid submitted
($48,074.55) is $16,208 or 25% under the engineer's estimate of
$64,283. Work is scheduled to be completed by November 21, 2000.
Motion by Trustee Craig, seconded by Trustee Caleel, that a contract be
awarded, subject to staff review, to the lowest responsible bidder:
Lemont Paving Company, 11550 Archer Avenue, Lemont, IL 60439 to
construct the 2000 Safety Pathway Project, based on the unit prices
listed on the bid tabulation, for an estimated total project price of
$48,074.55. ROLL CALL VOTE:
Ayes: 6 - Trustees Butler, Caleel, Craig, Kenny, McInerney and
Savino.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
7. D. MUNICIPAL COMPLEX PROJECT - FINAL DESIGN APPROVAL MUN coMPLx
AND AUTHORIZATION TO BID: PRJ - FIN DSCN
The scope of work has not increased and has been scaled back in some
respects. There has been a significant increase in cost from the $7.4
million estimated in December to the $9.105 million. Much of the
increase is attributable to existing conditions and constraints associated
with the Village Commons site (e.g. soils, utilities, stormwater
management) and the extent of the work needed within the existing
building (e.g. HVAC and electrical). Much of this work would be
needed very soon even if expansion were not planned. Maintaining
VILLAGE OF OAK BROOK Minutes
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August 22, 2000
operations during construction introduces significant additional costs as
well.
The $1.8 million increment has been addressed through the following
adjustments:
• Funding from the State of Illinois in the total amount of $1.5
million. $750,000 has been provided in the State's budget for
FY 2001 (beginning July 1, 2000) and the Village has been
informed that an additional $750,000 may be expected in FY 2002.
This funding is to come through the Department of Commerce and
Community Affairs pursuant to the Illinois FIRST program and/or
the legislative "member initiative" procedures that has become part
of the State's budget process in recent years. It is the result of the
efforts of Senator Walsh and Representative Durkin.
• The previously anticipated contribution from the Infrastructure
Fund has been eliminated in order to preserve the resources of that
fund for roadway and drainage work in the near term, particularly
in the Timber Trails/Merry Lane neighborhood.
• Funding from General Corporate Fund reserves and installment
contract financing (formerly $7 million, split evenly) has been
increased to $7.2 million. The installment contract financing has
been increased to $4 million and the General Corporate Fund
allocation reduced to $3.2 million.
• A contribution from the Water Fund of $500,000 has been added.
Thomas C. Jacobs, Vice President for Earth Tech, Inc., gave a
presentation of the proposed project. Michael Hollis, Landscape
Architect for Martin Design Partnership, Ltd., answered questions from
the Board members regarding placement of plantings and Ron Gall,
Project Manager for Harbour Contractors, gave an overview of the
contract budget and construction schedule.
The design solution addressed the space needs for the Village. Major
elements of the design include a 33,000 square feet addition to the west
portion of the Village Hall, doubling onsite parking from 100 to 200
spaces, remodeling of the Police Department; replacement of the
HVAC and electrical system in the Village Hall, addressing the needs
of stormwater detention on the site and the raising of the existing Fire
Station.
The Fire Station needed to improve their access to the Village by
exiting onto Jorie Boulevard. The apparatus bay will exit onto Jorie
Boulevard with a large apron and traffic signal installation at the curb
VILLAGE OF OAK BROOK Minutes Page 5 of 9 August 22, 2000
cut. A new entrance is proposed into the Village complex on Spring
Road. The project includes replanting of trees and shrubs, installation
of a new water main, installing stormwater pipes to the detention area,
new site lighting, curb, gutter and asphalt replacement.
Thomas C. Jacobs noted for future consideration that site area is
available to increase the building square footage and parking concerns
would be addressed with installation of a parking deck.
Motion by Trustee Caleel, seconded by Trustee McInerney, to:
1. Approve the final design for the Municipal Complex Project as
presented.
2. Approve the final pre -bid cost estimate of $9,105,000.
3. Authorize the staff and consultants to advertise for bids for each of
the subcontractor bid packages.
4. Authorize staff to negotiate a contract with the construction
manager, Harbour Contractors, Inc. (HCI), for construction phase
services.
President Bushy recessed the meeting at 9:25 p.m. The meeting
convened at 9:32 p.m. with the entire Board present to vote on the
agenda item.
ROLL CALL VOTE:
Ayes: 6 - Trustees Butler, Caleel, Craig, Kenny, McInerney and
Savino.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
President Bushy asked the Board to consider addressing Agenda Item
10.A. as it pertains to the Municipal Complex Project. The Village
Board of Trustees concurred with the recommendation by President
Bushy and discussed Agenda Item 10.A.
10. UNFINISHED AND NEW BUSINESS (Final Action Not Anticipated):
A. RECOMMENDATION - VILLAGE OF OAK BROOK - RECOM -
MUNICIPAL COMPLEX PROJECT - (1200 OAK BROOK ROAD) - SPEC USE
AMENDMENT TO AN EXISTING SPECIAL USE: MUNCPL
CMPLX PRJ
The Plan Commission by a vote of 4 to 0, and the Zoning Board of
Appeals by a vote of 6 to 0, have recommended approval of the
Village's request for an amendment to an existing Special Use for the
VILLAGE OF OAK BROOK Minutes Page 6 of 9 August 22, 2000
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Oak Brook Village Commons. The amendment would permit a net
building expansion on the site of 20,200 square feet along with a
65 -foot wide Fire Station driveway and apparatus apron on Jorie
Boulevard. Their recommendations include the following conditions:
• Consideration should be given to increase the number of oak trees
shown on the landscape plan.
• Allow the increased width of the driveway and apparatus apron as
requested to accommodate the Fire Department's operating
requirements and large vehicles.
• Subject to the site plan as presented.
In approving this request, the Plan Commission and Zoning Board
found that the petitioner has addressed the factors as required by the
Ordinance for approval of a Special Use. In particular, it was found
that the Special Use as requested is necessary for the public
convenience and will be operated so that the public health, safety and
welfare are protected. Also, there will be no substantial injury to
adjacent property.
In response to the recommendations of the Plan Commission and
Zoning Board of Appeals, the Village has agreed to increase the
number of oak trees on the landscape plan. Of the 36 new trees
planned for the site, approximately 18 are in locations where an oak
tree could be substituted and have a reasonable chance of survival. The
proposed berm at the southwest corner of the site will also be modified
so-that it is continuous instead of existing as three separate parts. The
redesigned berm will increase the aesthetics and screening of the
expanded facility as viewed from the highly traveled intersection at 31 S`
Street and Jorie Boulevard.
Motion by Trustee Caleel, seconded by Trustee McInerney, to concur
with the recommendations of the Plan Commission and the Zoning
Board of Appeals and authorize the Village Attorney to draft the
necessary ordinance for final consideration at the Village Board
meeting of September 12, 2000. VOICE VOTE: Motion carried.
8. INFORMATION & UPDATES:
A. VILLAGE PRESIDENT:
INFO &
UPDATES:
VLLG PRES
The Metropolitan Mayors Caucus is continuing to meet to discuss the
Metropolitan Plan. They will also meet with the business community
to determine what they would envision in the high technology area.
VILLAGE OF OAK BROOK Minutes Page 7 of 9 August 22, 2000
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Village Clerk Gonnella reported that petitions were filed in her office
on Monday, August 21, 2000 for a question of public policy to be
placed on the November 7, 2000 General Election.
B. VILLAGE MANAGER:
The Village of Oak Brook's 2001 -2005 Five Year Financial Plan will
be submitted Friday and the Village's Five Year Plan is scheduled for
review by the Village Board at their September 12, 2000 Village Board
meeting as new business on the agenda.
9. DEPARTMENTAL REPORTS: No Business.
10. UNFINISHED AND NEW BUSINESS (Final Action Not Anticipated:
A. RECOMMENDATION - VILLAGE OF OAK BROOK -
MUNICIPAL COMPLEX PROJECT - (1200 OAK BROOK ROAD)-
AMENDMENT TO AN EXISTING SPECIAL USE:
The Village Board discussed this agenda item earlier in the meeting.
VLLG MGR
B. APPLICATION FOR CLASS A -1 LIQUOR LICENSE - MON AMI LIQ LIc -
GABI - OAKBROOK LLC: MON AMI
MON AMI GABI — OAKBROOK LLC has made application to the
Village for a Class A -1 liquor license. The Mon Ami Gabi Restaurant
will be located at 260 Oakbrook Center. Before a liquor license may be
issued, the Village Board would need to create an additional Class A -1
liquor license, as no additional licenses are currently available.
President Bushy noted that the lower portion of the schematic indicates
outdoor dining but that the applicant will not be applying for a special
use permit at this time for outdoor dining.
Motion by Trustee Caleel, seconded by Trustee Craig, to authorize the
Village Attorney to draft an ordinance to amend our Village Code of
Ordinances to create an additional Class A -1 liquor license that does
not include outdoor dining. VOICE VOTE: Motion carried.
11. OTHER BUSINESS PERTAINING TO VILLAGE OPERATIONS: None.
VILLAGE OF OAK BROOK Minutes Page 8 of 9 August 22, 2000
12. ADJOURNMENT:
Motion by Trustee Caleel, seconded by Trustee Butler, to adjourn the meeting
at 9:45 p.m. VOICE VOTE. Motion carried.
ATTEST:
inda K. Gonnella, ` j_ �WKJ
Village Clerk
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ADJOURN
August 22, 2000