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Minutes - 09/25/2001 - Board of Trustees1 2 MINUTES OF THE SEPTEMBER 25, 2001 REGULAR MEETING OF THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF OAK BROOK APPROVED AS WRITTEN BY VILLAGE BOARD ON OCTOBER 9, 2001. The Village Clerk asked for a motion from the floor to appoint Trustee Savino as President Pro -Tem. Motion by Trustee Caleel, seconded by Trustee Miologos, to appoint Trustee Savino as President Pro -Tem. Voice Vote: Motion carried. Village Attorney Martens indicated that Trustee Savino, as President Pro -Tem, may sign all of the documents that the Village President would sign pursuant to the Board's direction this evening. Trustee Savino will continue to vote as a Trustee pursuant to State statute. CALL TO ORDER: The Regular Meeting of the Village Board of Trustees was called to order by President Pro -Tem Savino in the Samuel E. Dean Board Room of the Village Commons at 7:32 p.m. Pledge of Allegiance was given. ROLL CALL: The Village Clerk called the roll with the following persons PRESENT: Trustees George T. Caleel, John W. Craig, Susan Chase Korin, Elaine Miologos, and Alfred P. Savino. ABSENT: President Karen M. Bushy and Trustee Adam Butler IN ATTENDANCE: Michael A. Crotty, Assistant Village Manager; Dale L. Durfey, Jr., Village Engineer; Debra J. Jarvis, Fire Chief, Bruce F. Kapff, Director of Purchasing and Information Services; Robert L. Kallien, Jr., Director of Community Development; Darrell J. Langlois, Finance Director; Richard A. Martens, Village Attorney; Ruth A. Martin, Library Director; Allen W. Pisarek, Police Chief; Bonnie Sartore, Bath & Tennis Club Manager and Susan Srch, Police Lieutenant. 3. ANNOUNCEMENTS AND OPEN FORUM: Trustee Savino announced that an event sponsored by the Northeast Illinois Plan Commission called Common Ground is to be held Saturday, October 27, 2001 at the Donald E. Stevens Convention Center in Rosemont. Community leaders from the six county area and citizens will discuss the future of the region and a shared vision in a regional forum. VILLAGE OF OAK BROOK Minutes Page 1 of 11 September 25, 2001 l__ CALL TO ORDER ROLL CALL ANNOUNCE 3. Please call 312 - 454 -0400 or fax 312- 454 -0411 for further information. He also announced that an event is scheduled at the Oak Brook Bath & Tennis Club on Thursday, October 18, 2001. The Village is sponsoring this event at which the Secretary of State's Mobile Driver Services facility will be present to provide our residents with driver license renewal, identification cards, vision screening, written examinations and license plate renewal stickers. Voter registration and free blood pressure services are also being offered. Please contact Margaret at 990 -5731 at the Village Hall for further information. The event is scheduled from 9:30 a.m. to 2:30 p.m. 4. APPROVAL OF MINUTES: MINUTES Motion by Trustee Caleel, seconded by Trustee Korin, to approve the Minutes of the Special Committee -of- the -Whole Meeting of September 10, 2001 as presented and waive the full reading thereof. VOICE VOTE: Motion carried. Motion by Trustee Caleel, seconded by Trustee Korin, to approve the Minutes of the Regular Board of Trustees Meeting of September 11, 2001 as presented and waive the full reading thereof. VOICE VOTE: Motion carried. 5. CONSENT AGENDA: c. AGENDA All items on the Consent Agenda are considered to be routine in nature and will be enacted in one motion. Trustee Korin asked that Agenda Item 5. C. 1) Change Orders #9 -12 and #14- Library Project - $24,427.00- Revised Total Contract Amount- $5,081.460.00 be removed from the Consent Agenda. Motion by Trustee Caleel, seconded by Trustee Korin, to approve the Consent Agenda as amended. ROLL CALL VOTE: Ayes: 5 — Trustees Caleel, Craig, Korin, Miologos and Savino. Nays: 0 - None. Absent: 1 - Trustee Butler. Motion carried. A. APPROVAL OF BILLS - $1,428,413.08 BILLS $1,428,413.08 B. APPROVAL OF PAYROLL FOR PAY PERIOD ENDING SEPTEMBER PAYROLL 15, 2001 - $518,886.65 $18,886.65 C. CHANGE ORDERS: CH. ORDERS 2) CHANGE ORDERS # 37 - 43 — BATH & TENNIS CLUB PROJECT - B & T PROD. $6,267.00 REDUCTION — REVISED TOTAL CONTRACT AMOUNT - $1,675,480.00 VILLAGE OF OAK BROOK Minutes P Page 2 of 11 September 25, 2001 5. D. PAYOUTS: PAYOUTS 1) CIVILTECH ENGINEERING, INC.— PAYOUT #30- YORK/HARGER YK/HARG PED /BI ROAD BICYCLE/PEDESTRIAN PATH PROJECT - $7,864.53 PATH PROJ. 2) R. W. DUNTEMAN COMPANY — PAYOUT #5 — 2001 PAVING & 2001 PVG DRNG DRAINAGE PROJECT - $389,457.80 PROJECT 3) HARBOUR CONTRACTORS, NC. — PAYOUT #8 — LIBRARY LIB. PROD. PROJECT - $482,167.85 4) EARTH TECH —PAYOUT #14 — MUNICIPAL COMPLEX PROJECT MUN. CPLX -$8,584.24 PROJECT E. REFERRALS: 1) THE OAKLAND PLAT OF SUBDIVISION— 121 AND 209 OAK OAKLND PLAT BROOK ROAD - PRELIMINARY PLAT: REFER TO PLAN OF SUB COMMISSION MEETING OF OCTOBER 15, 2001 F. AUTHORIZATION TO SEEK BIDS OR PROPOSALS OR NEGOTIATE APPROVE BIDS CONTRACTS: 1) AUTHORIZATION TO NEGOTIATE CONTRACT FOR 2002 PVG PROJ ENGINEERING SERVICES — 2002 PAVING PROJECT — JAMES J. BENES & ASSOCIATES, INC. 2) LIBRARY — PHOTO ID SYSTEM FOR LIBRARY CARDS 3) LIBRARY — MOVING SERVICES 4) FIRE DEPARTMENT — FIRE STATION TWO REPLACEMENT OF OVERHEAD MECHANISMS & ACTIVATORS 5) LIBRARY — MATERIALS SECURITY SYSTEM G. ACCEPT AND PLACE ON FILE — TREASURER'S REPORT OF AUGUST, 2001 H. ACCEPTANCE OF AGREEMENTS — SALT CREEK GREENWAY TRAIL GRANT VILLAGE OF OAK BROOK Minutes Page 3 of 11 September 25, 2001 11 LIB. PHOTO ID LIB. MOVG SERV F.D. DR OVRHD MECH. ACTIV. LIB. MATERIALS SEC, SYSTEM TREAS. RPT AGREE. SLT CRK GRNWY TRL GRNT 6. ITEMS REMOVED FROM CONSENT AGENDA: RMVDCAGNDA 5. C. 1) CHANGE ORDERS #9 — 12 AND #14 - LIBRARY PROJECT - LIB PROD. $24,427.00 - REVISED TOTAL CONTRACT AMOUNT — $5,081,460.00 Trustee Korin asked that Agenda Item 5. C. 1) Change Orders #9 -12 and #14- Library Project - $24,427.00- Revised Total Contract Amount- $5,081,460.00 be tabled to the next Village Board meeting, as she has questions regarding the change orders. Library Director Martin suggested waiting for Village Manager Veitch to return for a further explanation of the change orders. Motion by Trustee Korin, seconded by Trustee Craig, to table Agenda Item 5.C. 1) Library Project Change Orders in the amount of $24,427.00 to the next Village Board meeting. VOICE VOTE: Motion carried. Attorney Martens indicated that the Harbour Contractors payout should be revised to reflect the subtraction of that sum. 7. BOARD & COMMISSION RECOMMENDATIONS: BD /COMM RECOM A. BRIARWOOD LAKES COMMUNITY ASSOCIATION — SPECIAL USE BRwD LKS COM ASSOC SPEC USE Plan Commission and Zoning Board of Appeals Recommendations Special Use — The Plan Commission by a vote of 5 to 0, and the Zoning Board of Appeals by a vote of 6 to 0, have recommended approval of the request from the Briarwood Lakes Community Association for an amended special use to accommodate the encroachment of decks into common areas owned by the Association. At the present time, all decks in Briarwood Lakes must be located in the buildable area, which for many of the units encompasses an area no more than 18 inches beyond the building footprint. In recommending approval of this request, the Plan Commission and Zoning Board of Appeals found that the petitioner has satisfactorily addressed the factors required for approval of an amendment to a special use. In particular, it was found that the special use amendment as requested would be operated so that the public health, safety and welfare will be protected and there will be no substantial injury to the other property. Constantine Xinos, Briarwood Lakes Community Association President, addressed the Village Board to explain the reasoning for their request. VILLAGE OF OAK BROOK Minutes Page 4 of 11 September 25, 2001 l� 7 A. Motion by Trustee Miologos, seconded by Trustee Caleel, to concur with the recommendations of the Plan Commission and Zoning Board of Appeals and authorize the Village Attorney to draft the necessary ordinances for final consideration at the Village Board Meeting of October 9, 2001. ROLL CALL VOTE: Ayes: 5 — Trustees Caleel, Craig, Korin, Miologos and Savino. Nays: 0 — None. Absent: 1 — Trustee Butler. Motion carried. ACTIVE AGENDA (Items for Final Action A. APPOINTMENTS: Attorney Martens explained that Trustee Savino, as President Pro -Tem, has made this recommendation as well as President Bushy for approval of this motion. Motion by Trustee Caleel, seconded by Trustee Korin, to concur with the Village President's recommendation to re- appoint the following to the Oak Brook Safety Pathway Committee, with their terms expiring June 30, 2003: 1. Tom Richardson, Northeast Quadrant 2. Ron Cullum, Southwest Quadrant 3. Steve McShane, Southeast Quadrant 4. Tom Doyle, Southeast Quadrant 5. John Dinkel, At -Large Member. VOICE VOTE: Motion carried. B. ORDINANCES & RESOLUTIONS: ACTIVE AGENDA APPT -- SFTYPATH Comm ORD & RES 1) RESOLUTION 2001 — AP — R - 786 A RESOLUTION OF Res #2001 -AP -R -786 APPRECIATION — STEPHEN C. ALLEN RES of APP STEPHEN C ALLEN Motion by Trustee Caleel, seconded by Trustee Miologos, to approve Resolution 2001 -AP -R -786, a Resolution of Appreciation for Stephen C. Allen. VOICE VOTE: Motion carried. 2) RESOLUTION 2001 - AP - R - 787 A RESOLUTION OF Res # 2001 -AP -R -787 RES OF APP APPRECIATION — HEIDI A. HUIZENGA HEID1 HUIZENGA Motion by Trustee Caleel, seconded by Trustee Korin, to approve Resolution 2001 -AP -R -787, a Resolution of Appreciation for Heidi A. Huizenga. VOICE VOTE: Motion carried. VILLAGE OF OAK BROOK Minutes 11 Page 5 of 11 September 25, 2001 8. B. 3) RESOLUTION 2001 - AP - R - 788 A RESOLUTION OF Res. # 2001 -AP -R -788 RES OF APP APPRECIATION - JOHN G. HARTMANN JOHN HARTMANN Motion by Trustee Caleel, seconded by Trustee Korin, to approve Resolution 2001 -AP -R -788, a Resolution of Appreciation for John G. Hartmann. VOICE VOTE: Motion carried. 4) ORDINANCE 2001- CD -BC -G -683 AN ORDINANCE AMENDING ORD #2001- CD -HC- 6-683 AMND CHAP SECTIONS 10 -1 -1 AND 10 -1 -2 OF CHAPTER 10 OF THE VILLAGE 10- v1LCODE CODE OF THE VILLAGE OF OAK BROOK RELATING TO BUILDINGS AND BUILDING REGULATIONS. The ordinance amends Sections 10 -1 -1 and 10 -1 -2 of the Village Code, to adopt updated building codes and local amendments. This matter was on the Village Board's August 14, 2001 meeting agenda at which time the Village Board placed the documents on file with the Village Clerk for a 30 -day notice period, in accordance with Illinois State statutes. The key element of the recommendation to update the Village's building codes is that the Village migrates to the International Code series (from the BOCA series) and to the National Electrical and Illinois Plumbing Codes from the City of Chicago Electrical and Plumbing Codes. Within the municipal community, there is a movement toward adoption of the International Codes, which will replace the BOCA series. Migration to the National Electrical Code and Illinois Plumbing Code brings Oak Brook into the mainstream in these areas. Trustee Caleel asked if PVC plastic is being used versus copper plumbing. Community Development Director Kallien explained that PVC piping is only being used with sprinkler systems for fire suppression but not for potable water and that this represents the status quo. Trustee Caleel asked what material is being used at the joints and questioned whether the sealant in the joints would produce a problem with the water system. Community Development Director Kallien indicated the Public Works Director and the Village's plumbing inspector have reviewed these provisions and recommended its approval. Trustee Caleel suggested that the wording of the last sentence in Item 2. a., page 4, be corrected from "design heating day" to "designated heating day ". Director Kallien will research this for proper wording. On page 16, all the subsections were deleted in relationship to membership of the Board. Trustee Caleel asked for a clarification of the references. VILLAGE OF OAK BROOK Minutes Page 6 of 11 September 25, 2001 `z B. 4) Director Kallien explained that the International Code contains a provision for a Board of Appeals if someone wishes to appeal a decision of the chief building official. It is the recommendation of the Village Attorney and staff that those provisions be struck. A person may still appeal to the Circuit Court of DuPage County if they have exhausted their appeal process within the Village. Trustee Caleel noted that the Village does not require bathroom and kitchen exhausts to be vented to the outside, only to the attic. He asked that consideration be given to amending the Code to require outside venting. Motion by Trustee Miologos, seconded by Trustee Caleel, to approve Ordinance 2001- CD -BC -G -683, ( "An Ordinance Amending Sections 10 -1 -1 and 10 -1 -2 of Chapter 10 of the Village Code of the Village Of Oak Brook Relating to Buildings and Building Regulations ") and adopting the 2000 Editions of the International Building Code, International Residential Code and International Mechanical Code; the 1998 Edition of the State of Illinois Plumbing Code; the 1999 Edition of the National Electrical Code; and the 1996 Edition of the Safety Code for Elevators and Escalator, as well as local amendments. ROLL CALL VOTE: Ayes: 5 — Trustees Caleel, Craig, Korin, Miologos and Savino. Nays: 0 - None. Absent: 1 - Trustee Butler. Motion carried. 5) AN ORDINANCE AMENDING SECTION 10 -4 -1B OF CHAPTER 10 oRD AMDING SECT. 10 -4 -1 B, CHPTR 10, OF THE VILLAGE CODE OF THE VILLAGE OF OAK BROOK V. CODE- RELATING TO BUILDING REGULATIONS AND FEE SCHEDULE As part of the process to update the Building Codes of the Village, several modest changes have been recommended to the Village's fee schedule. Since the current fees have been in place for a number of years (last updated in 1994), these changes are appropriate in order to recover a reasonable portion of the cost of code enforcement. Motion by Trustee Miologos, seconded by Trustee Korin, to approve Ordinance 2001- CD- BC -G -, "An Ordinance Amending Section 10 -4 -1B of Chapter 10 of the Village Code of the Village of Oak Brook Relating to Building Regulations and Fee Schedule" which amends Section 10 -4- 1 of Title 10 of the Village Code and updates the fee schedule associated with the administration of the Village's Building Regulations. VILLAGE OF OAK BROOK Minutes 1�- Page 7 of 11 September 25, 2001 B. 5) Trustee Caleel asked what the fees were previously. Community Development Director Kallien explained that the existing fees were included in an August 14, 2001 memorandum to the Board. Director Kallien explained the present fee schedule to the Board and that these fees have not been updated since 1993. Trustee Caleel voiced his opposition to the proposed fees indicating his interest in having the fees set at a level to recover the costs to the Village. Director Kallien indicated that a comprehensive fee analysis for all of the municipalities in DuPage County could be completed for the Board's review for their second meeting in October. Motion by Caleel, seconded by Trustee Miologos, to table Agenda Item 8. B. 5., "An Ordinance Amending Section 10 -4 -IB of Chapter 10 of the Village Code of the Village of Oak Brook Relating to Building Regulations and Fee Schedule," to the October 23, 2001 Village Board meeting. VOICE VOTE: Motion carried. C. AWARD OF CONTRACTS: AWARD CT 1) MICROSOFT SOFTWARE LICENSES MICROSOFT UPGD Microsoft licensing policies are changing as of October 1, 2001. They will be eliminating all upgrades to their existing products. The Village of Oak Brook has an opportunity for substantial savings by purchasing planned upgrades before September 30, 2001. Microsoft will be eliminating software upgrades as of September 30, 2001, requiring us to purchase a full license after that date for any Microsoft product we need to update. Cost savings of $17,088.26 will be realized if the Village purchases these planned upgrades before September 30, 2001. Motion by Trustee Korin, seconded by Trustee Miologos, to waive further bidding and award a contract to ASAP Software, 850 Ashbury Drive, Buffalo Grove, Illinois 60089 in the estimated total amount of $32,621.94 for Microsoft software as listed in the Information Services Memorandum dated September 20, 2001. ROLL CALL VOTE: Ayes: 5 — Trustees Caleel, Craig, Korin, Miologos and Savino. Nays: 0 - None. Absent: 1 - Trustee Butler. Motion carried. 9. INFORMATION & UPDATES: INFO & UPDATES A. VILLAGE PRESIDENT: No report given. VLLG PRES B. VILLAGE MANAGER: No report given VLLG MGR VILLAGE OF OAK BROOK Minutes Page 8 of 11 September 25, 2001 10. DEPARTMENTAL REPORTS: No business. DEPT.RPTS 11. UNFINISHED AND NEW BUSINESS (Final Action Not Anticipated): UNFIN & NEW BUSINESS A. DISCUSSION — FIVE -YEAR FINANCIAL PLAN Trustee Caleel suggested that given the occurrences of the past weeks, revenue shortfalls might be even greater than anticipated for the Village. He recommended enacting the 1% utility tax increase and waiting six months to view how sales tax revenues have been affected. Library staffing needs were revise and deemed acceptable to Trustee Caleel, at a 2.5 FTE (a minimal increase in Library personnel) when the new Library opens. He noted that the Village will have to increase fire and police personnel but to wait a few months before hiring in order to consider sales tax revenue. He stated he was in favor of Option B -3 to raise the telecommunications tax by 2 %, the utility tax by 1 %, minimum Library staffing and include 50 percent of the non - Library proposed personnel in the Plan, subject to change within the next six months. Trustee Savino concurred with Trustee Caleel's recommendation. He explained that the tax increases would cost an average of $70.00 per resident, and he has not heard of any strong opposition from the commercial sector. He stated that commercial residents want the services provided and the Village's fire rating to be maintained at its present level. Trustee Korin explained that some of the newspaper articles stemming from the Committee -of- the -Whole meeting indicated a reference to a cut in personnel by 40 -50 %. She clarified that the cuts were in relation to new personnel proposed in the Five -Year Plan and concurred with postponing those hirings until the Board knew their revenue sources. Trustee Korin voiced her concern that the revenue projections in the Five -Year Plan are too optimistic. Trustee Miologos stated that if the Village levies the utility tax and it is $70.00 per resident that the revenue goes towards balancing the budget as the first priority and secondly to add additional staff. Constantine Xinos, 149 Briarwood, Oak Brook, Illinois, suggested that the Village continue with core public services to our residents and he concurred with the cost of $70.00 per resident in a tax levy. It was the consensus of the Village Board that Finance Director Langlois formalize Option B -3 for consideration at the next Board meeting. VILLAGE OF OAK BROOK Minutes Page 9 of 1 I September 25, 2001 5 -Yr Fin. Plan Disc. 11. A. Finance Director Langlois explained that the narratives would be updated to reflect the Board's discussion. B. DISCUSSION —EXPEDITE SIGNALIZATION OF 31" STREET AND S[GNL. -31ST SPRING SPRING ROAD Trustee Miologos explained the installation of a traffic signal at 31St Street and Spring Road. DuPage County will split 50 -50 the cost of the signal with control of the turning for southbound traffic on Spring Road. Currently, westbound traffic on 31" Street may not turn left onto Spring Road from 7:00 a.m. to 9:00 a.m. and eastbound traffic on 31St Street may not turn right onto Spring Road between 3:00 p.m. and 6:00 p.m. This is to control southbound traffic toward I -294 on the southbound ramps. DuPage County has notified the Village that they can accelerate the installation of this signal. They would install a left turn lane on 31St Street for westbound traffic to southbound Spring Road and would not prohibit left turns in the morning. They would remove the gate and post a sign for eastbound 31s' Street preventing southbound turns between 3:00 p.m. and 6:00 p.m. Trustee Miologos recommended not proceeding with the signal installation, finishing the widening of 31St Street and wait a one to two year period to determine traffic flow. Trustee Caleel explained that initially the Village was opposed to DuPage County's request for no turning restrictions and requested that the wiring be installed underneath the paving so that at such time a signal installation is needed the Village could proceed. This was the agreement before a lawsuit was filed and then the Village cancelled the contract in relation to the lawsuit so that no contract existed with DuPage County. Trustee Caleel indicated that Village Manager Veitch renegotiated a contract whereby the County would permit the right turn restriction, but not the left turn restriction. He voiced his opposition to this and at the time requested that the Village negotiate with DuPage County to install the signal, allow the turn restrictions, permit the barrier and permit school buses to turn. The Board took no action which allows the barrier and restrictions to remain on 31St Street at Spring Road according to the original contract. 12. OTHER BUSINESS PERTAINING TO VILLAGE OPERATIONS: None. OTHER BUS. 13. ADJOURNMENT: ADJRN Motion by Trustee Craig, seconded by Trustee Caleel, to adjourn the meeting at 9:18 p.m. VOICE VOTE: Motion carried. VILLAGE OF OAK BROOK Minutes Page 10 of 11 September 25, 2001 i ATTEST: Linda K. Gonnella, CMC Village Clerk VILLAGE OF OAK BROOK Minutes l Page 11 of 11 September 25, 2001