Minutes - 09/10/2002 - Board of Trustees1
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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
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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
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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
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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
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