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Minutes - 09/10/2002 - Board of Trustees1 2 3 4 MINUTES OF THE SEPTEMBER 10, 2002 REGULAR MEETING OF THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF OAK BROOK APPROVED AS AMENDED ON SEPTEMBER 24, 2002. 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 7:40 p.m. The Pledge of Allegiance was given. ROLL CALL: Village Clerk Linda Gonnella called the roll with the following persons PRESENT: President Karen M. Bushy, Trustees George T. Caleel, John W. Craig, Susan Chase Korin and Alfred P. Savino. ABSENT: Trustees Stelios Aktipis and Elaine Miologos. IN ATTENDANCE: Michael A. Crotty, Acting Village Manager; Dale L. Durfey, Jr., Village Engineer; 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; Alice Filinovich, Accounting Manager; Konrad Wies and Thomas Stanfa, Fire Department Lieutenants; Scott Harris, Mark Bahnsen and Gary Watkins, Firefighters. ANNOUNCEMENTS AND OPEN FORUM: President Bushy acknowledged President Bush's Proclamation of Patriot Day in commemoration of September 11, 2001. She read the proclamation in its entirety. President Bushy announced that the Village of Oak Brook was commemorating September 11, 2001 with a ceremony tomorrow, September 11, at 10:00 a.m. at the Village Hall. APPROVAL OF MINUTES: Trustee Korin (amended to correct name of Trustee making comment) indicated that President Bushy's comment on Page 2, should be stated as .25% not .50 %. VILLAGE OF OAK BROOK Minutes Page 1 of 10 September 10, 2002 CALL TO ORDER ROLL CALL ANNOUNCE MINUTES 4. Motion by Trustee Caleel, seconded by Trustee Craig, to approve the Minutes SPEC BOT 8-22 -02 of the Special Board of Trustees Meeting of August 22, 2002 as amended and waive the full reading thereof. VOICE VOTE: Motion carried. Motion by Trustee Caleel, seconded by Trustee Craig, to approve the Minutes REG BOT 8-27 -02 of the Regular Board of Trustees Meeting of August 27, 2002 as presented 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. Motion by Trustee Caleel, seconded by Trustee Craig, to approve the Consent Agenda as presented 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: 4 - Trustees Caleel, Craig, Korin and Savino. Nays: 0 - None. Absent: 2 - Trustees Aktipis and Miologos. Motion carried. A. APPROVAL OF BILLS - $420,914.90 Significant items included above: 1) Oak Brook Bank — Debt Service Payment - $91,885.25 2) SKC Construction, Inc. — Payout #1 & Final — 2002 Crack Sealing Project - $66,422.71 C. AGENDA BILLS - $420,914.90 B. APPROVAL OF PAYROLL FOR PAY PERIOD ENDING AUGUST PYRL - $633,994.90 2002 - $633,994.90 C. CHANGE ORDERS: None. D. REFERRALS: REFERRALS 1 PARILLE — 214 FOREST TRAIL — FLOOD PLAIN SPECIAL USE PARILLE - 214 FOREST TRAIL - REFER TO PLAN COMMISSION MEETING OF SEPTEMBER 16, FLD PLN SPEC USE 2002 AND TO THE ZONING BOARD OF APPEALS MEETING OF OCTOBER 1, 2002 VILLAGE OF OAK BROOK Minutes Page 2 of 10 September 10, 2002 E. AUTHORIZATION TO SEEK BIDS OR PROPOSALS OR NEGOTIATE APPROVE BIDS CONTRACTS: 1) AUTHORIZATION TO NEGOTIATE CONTRACT FOR 2003 AUTH TO NEG CTRC T - 03 MARK MARKETING CAMPAIGN— OAK BROOK HOTEL, CONVENTION CPGN - OB HTL, AND VISITORS COMMITTEE CONV & VIS CTE F. RESOLUTION 2002- PD -OF -R -816. "A RESOLUTION AUTHORIZING RES 02- PD -01---R -816 AUTH CNST CONSTRUCTION ACTIVITIES FROM 6:00 P.M. TO 7:00 A.M. ALONG ACTVTY 6PM -7AM ALL OF JORIE BOULEVARD (OAK BROOK, ILLINOIS)." 6. ITEMS REMOVED FROM CONSENT AGENDA: None. RMVD C AGNDA 7. BOARD & COMMISSION RECOMMENDATIONS: None. BD/COMM RECOM 8. ACTIVE AGENDA (Items for Final Action): ACTIVE AGENDA A. CONFIRMATION OF APPOINTMENTS: None. B. ORDINANCES & RESOLUTIONS: 1) RESOLUTION 2002- SD -FP -R -817, "A RESOLUTION APPROVING RES02- SD -FP -R -817 APV FNL PLT OF THE FINAL PLAT OF SUBDIVISION KNOWN AS TROPINSKI & SUBDVSN -806 & JACHIMOWICZ RESUBDIVISION (806 AND 808 COVENTRY 808 COVENTRY LANE, OAK BROOK, IL 60523)." Resolution 2002- SD -FP -R -817, "A resolution approving the final plat of subdivision known as Tropinski & Jachimowicz Resubdivision (806 and 808 Coventry Lane, Oak Brook, IL 60523)" approves the final plat of the Tropinski and Jachimowicz Resubdivision subject to the conditions set forth in Section 2. Motion by Trustee Savino, seconded by Trustee Caleel, that the Board of Trustees approve Resolution 2002- SD -FP -R -817, "A resolution approving the final plat of subdivision known as Tropinski & Jachimowicz Resubdivision (806 and 808 Coventry Lane, Oak Brook, IL 60523)." ROLL CALL VOTE: Ayes: 4 - Trustees Caleel, Craig, Korin and Savino. Nays: 0 - None. Absent: 2 - Trustees Aktipis and Miologos. Motion carried. C. AWARD OF CONTRACTS: None. VILLAGE OF OAK BROOK Minutes Page 3 of 10 September 10, 2002 AWARD CT 9. INFORMATION & UPDATES: A. VILLAGE PRESIDENT: President Bushy stated she met with staff at Elmhurst Hospital who work with the Family Shelter Service of DuPage County regarding abuse of women and children. She commended Elmhurst Hospital for offering this program. She added that one of the programs that is available through Family Services is a poster program for public bathrooms that describes family abuse and how to seek help. The services at Family Shelter are free and confidential. The Village will participate in this program by obtaining these materials to be displayed. She explained that our police officers and firefighters are trained to assist anyone in this area. Trustee Craig stated that old cell telephones could be programmed to an emergency frequency for seniors and other people that need assistance. President Bushy indicated we have been participating in this program for several years. Police Chief Pisarek stated that staff researched options available and determined that the best program is through Motorola. We are now forwarding any cell telephones to Motorola for this program, which has been in place for a year and a half. Residents may drop off cell phones at our Police Department who will forward them to Motorola. B. VILLAGE MANAGER: Manager Crotty stated as a follow -up to the last meeting, that southbound 31" Street will be closed starting Monday, September 26, 2002 for approximately three weeks. 10. DEPARTMENTAL REPORTS —LIAISON ASSIGNMENTS: 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. VILLAGE OF OAK BROOK Minutes Page 4 of 10 Trustee Savino Trustee Aktipis Trustee Korin Trustee Miologos Trustee Craig Clerk Gonnella September 10, 2002 INFO & UPDATES VLLG PRES VLLG MGR DEPT RPTS 11. UNFINISHED AND NEW BUSINESS: UNFIN & NEW BUSINESS A. REVIEW OF 2003 -2007 FIVE -YEAR FINANCIAL PLAN RVW -03 -07 5-YR. FIN PLN Trustee Caleel expressed his concern that unrestricted cash is projected to be almost at the six -month reserve level with the current General Fund expenditure projections. He expressed a desire to have operating expenditures reduced so that the cash reserves would increase beyond the six -month Village Board policy. He questioned the 2% assumption of sales tax revenue increase. He stated the budget needs to be tighter and staff needs to be prudent because there isn't anywhere to increase revenues except through the utility tax. Finance Director Langlois explained that a six -month operating reserve is considered excellent compared to other municipalities. He stated that 80% of the operating expenses is personnel. If more favorable reserves were desired then services would need to be cut or revenues increased. The budget for the municipal building project was increased by $250,000 due to current and projected change orders. Trustee Caleel is skeptical about the present condition in the country and reiterated that the budget should be tighter than planned. Trustee Korin suggested that the assumption of sales tax revenues not be budgeted more than 1 % during 2003. Director Langlois stated that there was not a problem with that and noted that sales tax revenue has increased some and would hopefully be better toward the end of the year. Trustee Caleel asked if the pension fund contribution increases and the Library Foundation shortfall is included. Director Langlois stated that Village contributions to the pension funds have been included in the Five - Year Plan to the extent of existing market conditions. The financial impact of a possible revision in the interest rate assumption has not been included. Langlois suggested that before any changes in the assumptions are made, all of the assumptions should be reviewed, not just the interest rate assumption. Trustee Caleel asked if there are any changes towards defined contribution plans for the pension funds. President Bushy stated that the final legislation for the optional defined contribution plan for Police Pension is still in process. Trustee Korin inquired of Westchester Park. Manager Crotty explained that ComEd needs to relocate their utilities this week and once completed that they will sign the plat. VILLAGE OF OAK BROOK Minutes Page 5 of 10 September 10, 2002 �6 A. After this has been done, the Village will be ready for auction this fall. 11. Manager Crotty added that a re- appraisal of the property is being done this week. Manager Crotty noted that approximately $400,000 in renovation work was needed for the old Library building. He reported that a meeting took place with the Park District and they specified that they are not interested in participating in funding renovations for the historical society. He added that the Historical Society Board is not all in agreement to use the facility, which therefore leaves all responsibility for the maintenance and repairs of the building to the Village. Trustee Savino stated the Board of Directors of the Historical Society will take a vote and notify the Village of their decision. Any improvements will occur in 2003. Trustee Caleel stated that if the building was not needed, tearing it down should be considered. Director Langlois explained that in 2003 the State of Illinois will collect all telecommunication taxes and distribute it as they do sales tax. As a result of the change of this tax being collected on our behalf by the State of Illinois the lag time will increase from one month to three months. The Five -Year Financial Plan has proposed that the 1% utility tax earmarked for the Equipment Replacement Fund be redirected to the General Fund due to the one -time loss of collection because of the change. Director Langlois reported that the Garage Fund has a $250,000 balance and that the Plan proposes that $200,000 of those funds be transferred back to the General Fund because there is not a need for the funds in the Garage Fund. President Bushy noted that the rejuvenation project by the new owners of the Oakbrook shopping center is planned to be complete by November. Some announcements will be forthcoming about new stores coming to the shopping center. She reported that the furniture store, Walter E. Smithe, will open at the former Homelife store location and plan to be open for the holiday season. The Rouse Company, the new owners of the shopping center, is very excited of their expectations of the shopping center. B. DISCUSSION — PUBLIC RIGHT -OF -WAY BEAUTIFICATION PLAN DISC: - R- of -WAY BEAUT PLN The Right -of -way Beautification Plan was circulated in July to the Plan Commission and the homeowner's association presidents for comment. The Plan Commission has completed its review of the Plan. Two of the homeowner's association presidents also contacted the Village to indicate approval of the Plan. The remaining presidents did not contact the Village with any comments. VILLAGE OF OAK BROOK Minutes Page 6 of 10 September 10, 2002 11. B. Plan Commission Discussion Public Right -of -way Beautification Plan — At its meeting on August 19, 2002, the Plan Commission reviewed a proposal from the Village of Oak Brook to create a beautification plan to enhance the overall appearance and value of publicly owned right -of -way in the Village. To get public input on this program, the Board requested input from the Plan Commission and the Homeowners Associations. Following a brief presentation and discussion led by Public Works Director Meranda, the Plan Commission was unanimous in its support for the program. As part of the discussion, the Plan Commission offered the following suggestions: 1. Consider expanding the scope of the beautification project to include state and county right -of -ways. Specific mention was made to Meyers Road and 31St Street. 2. Consider the use of drought tolerant plantings and salt resistant trees. 3. Explore options to incorporate new population signs as part of the beautification program. 4. To provide for the long -term maintenance of the plantings, consider the installation of irrigation systems in conjunction with the beautification plan. 5. The Village to consider growing trees and plants on Village owned property for future use in the beautification plan. 6. Encourage a sense of community by the residents. Consider a program that would allow residents /families to adopt specific planting areas. 7. Explore the possibility of having corporate participation by way of financial contributions for planting and/or maintenance of right -of -way landscaping located in front of the business establishment. Trustee Korin inquired if the Hotel/Motel Tax may be used for this project. Manager Crotty explained that as a non -home rule community he was not sure that beautification would pass the State's test that plantings would increase overnight stays at the hotels. Staff will further research this topic. Trustee Caleel asked if the Hotel, Convention and Visitors Committee would be willing to use their funds for this program. Staff will investigate this further. Manager Crotty will place this on their agenda for their next meeting. Trustee Korin suggested going to corporate entities to see if they would participate with the Village in an equal amount to beautify areas. Trustee Korin commended the Public Works staff for improving some of the disrepair of the medians along Jorie Boulevard. VILLAGE OF OAK BROOK Minutes Page 7 of 10 September 10, 2002 0 11. B. Public Works Director Meranda will investigate if the commercial entities would be willing to take care of any median improvements in front of their buildings. Director Meranda inquired whether the Board would approve of staff going out to bid for a beautification plan. Consensus of the Board would be to go ahead and take the first step by preparing a plan. The Board would review the plan and only go forward if funding is available. Director Meranda explained that when staff goes out to bid for a new landscape maintenance company that they recommend including maintenance of the property. C. REMOVE FROM TABLE — DISCUSSION - TRAINING AND TRAVEL DISC - TRNG & TRVL In response to a request made during the August 27, 2002 discussion concerning training and travel, information has been obtained from various communities regarding the handling of meal and incidental expenses. The practices are mixed, as are the rates used in those communities that have implemented a per diem system. Regarding the two types of systems, it is possible that a per diem system could cost more to the Village than simple reimbursement for expenses. For many conferences and seminars, attendees may not actually incur cost from some meals (e.g. meal is provided as part of the conference, is skipped, is less expensive than the per diem rate, etc.). Pursuant to a request made by Trustee Craig at the August 13, 2002 regular Board meeting, staff prepared information concerning training and travel in 2002. The Finance Department developed a report which indicated training and travel that has been completed already in this year. In addition each department provided an estimate of training and travel for the remainder of the year including the person or position attending, and the description, location and estimated cost of each remaining training session. In every case, actual training expenditures for 2002 are significantly under budget. For reference, each department submits training requests in conjunction with the preparation of the annual Budget. The department requests include a description of the training, the location, the cost estimate and its relation to the employee's duties. These requests are reviewed with the Village Manager during budget meetings. In those operational departments where the training line item includes training and travel for many employees (e.g. Police, Fire, Public Works and Communications Center), it has been administrative practice to make assumptions about how much training is likely to occur. As such, the overall proposed budget for these departments is reduced to a level that is deemed reasonably attainable in the budget year, understanding that classes will likely be canceled, employees' availability to attend may change, etc. VILLAGE OF OAK BROOK Minutes Page 8 of 10 September 10, 2002 5s 11. C. Included throughout the Finance Department report of training and travel already completed are notations titled "budget adjustment ". This is reflective of that practice. There are many factors that determine what training and travel is included in the Budget, but the primary criteria are the job - relatedness and value to the organization that the training provides. The personnel manual outlines the parameters. Even after the Budget has been approved, a "Travel Request Form" must be submitted to ensure that funds are available, the department has authorized the employee's attendance, and the Village Manager has approved the request. The employee uses the same form to submit a listing of actual expenses and receipts for reimbursement. Regarding travel, the vast majority of training programs are in state, and most of those are local (i.e. Chicagoland area). However, conferences and other multiple date programs are often out -of- state. The location of these sessions is obviously set by the conference planners. Decisions to send an employee are not made based on location, but rather the value that the training provides. Trustee Caleel noted that upon review of the information provided, he felt that the procedures used by staff did a good job in maintaining control over the travel and training expenditures. He recognized that the budget was $250,000 for the year, but because staff was prudent, only half of that amount was expended. He asked that the amount expended be used as a base for next year. Director Langlois noted that much of the funds budgeted are for reimbursement of education. Trustee Savino suggested that in some years expenses would be higher because of new personnel training that is required and the suggested cut may be too much for their training and travel budget. He complimented staff for their budget savings in this area. Trustee Korin asked that staff follow the self imposed restrictions they did this year for next year also. Manager Crotty explained that budgeting is done by program and that it was difficult to dictate a total dollar amount across the whole budget. Trustee Caleel suggested that staff prepare the budget as they have in the past and the Board will review the training items when it is proposed to them. Mark Bahnsen, representing Teamsters 714, spoke to the Board of the travel and training of firefighter /paramedics. Manager Crotty stated physical fitness is part of the collective bargaining process and should be discussed during that process. VILLAGE OF OAK BROOK Minutes Page 9 of 10 September 10, 2002 12. OTHER BUSINESS PERTAINING TO VILLAGE OPERATIONS: None. 13. ADJOURN TO CLOSED SESSION: Collective Bargaining Motion by Trustee Caleel, seconded by Trustee Craig, to adjourn the meeting at 9:32 p.m. to a closed meeting to discuss collective bargaining. ROLL CALL VOTE: Ayes: 4 - Trustees Caleel, Craig, Korin and Savino. Nays: 0 - None. Absent: 2 - Trustees Aktipis and Miologos. Motion carried. 14. ADJOURNMENT: Motion by Trustee Caleel, seconded by Trustee Craig, to adjourn the meeting at 10:35 p.m. VOICE VOTE: Motion carried. ATTEST: Linda K. Gonnella, CMC Village Clerk VILLAGE OF OAK BROOK Minutes R. Page 10 of 10 September 10, 2002 OTHER BUS. ADJRN - CLSD MTG ADJRN