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VILLAGE OF OAK BROOD Minutes Qc#ober 10, 1 qq�
UNOFFICIAL UNTIL APPROVED AS WRITTEN
CSR S AMENDED,.�$'Y VILLAGE BOARD ON
1 • TING CALL: MEETING CALL
The Regular Meeting of the Board of Trustees "-w called to order by
President Bushy in the Samuel F. Dean Board Room of the Village Commons j
at 7:35 p.m.
2. ROL CALL:
ROLL CALL i
The Clerk called the roll with the following persons
.PRESENT: President Bushy, Trustees Bartecki, Kenny, McInerney, Savino
and Shumate.
ABSENT: Trustee Payovich.
IN ATTENDANCE: Stephen B. Veitch, Village Manager; Jaynes Fleming,
Chief of Police; Bruce F. Kapff, Purchasing Director /Grants Coordinator;
Darrell J. Langlois, Finance Officer/Treasurer; Richard A. Martens, Village
Attorney; Ruth A. Martin, Librarian; Michael J. Meranda, Superintendent of
Public Works; Bonnie Sartore, Bath and Tennis Club Manager; and Trey
VanDyke, Golf Club Manager.
3 • A'NOL'NCFMFNTSt OPEN FO1: ANNOUNCEMENTS
AND
President Bushy announced an improvement in the Samuel E. Dead Board OPEN :FORUM
Room is the availability of hearing devices for the hearing impaired. This is
one of the requirements for the Americans with Disabilities Act for improving
communications with all of our residents. Suggestions are welcomed by our
residents for any further improvements to the Board Room.
4. APPROVAL OF MINUTES: MINUTES
Motion by Trustee McInerney, seconded by Trustee Savino, to approve the
minutes of the Regular Meeting of September 26, 1995 as presented and
waive the full reading thereof. ROLL CALL VOTE:
Ayes: 5 - Trustees Bartecki, Kenny, McInerney, Savino and
Shumate.
Nays: 0 - None.
Absent: 1 - Trustee Payovich. Motion carried.
VILLAGE OF OAK BROOK Minutes 1 of 11 October 10, 1995
5.
,:1
•
Motion by Tnwee McInerney, seconded by Trustee Bartecki, to approve the
Omnibus Agenda. ROLL CALL VOTE:
Ayes: 5 - Trustees Bartecki, Denny, McInerney, Savino and
Shumate.
Nays: 0 - None.
Absent: I - Trustee Payovich. Motion carried.
A. APP--.- TAL QFBILLS: Approved Omnibus Vote.
B. -- .. OVAL OF PAY-ROLL: Approved Omnibus Vote.
C. Q. CONTRACTORS
• • .
Vote.
APPROVAL OF:
BILLS
$471,117.23
PAYROLL
$226,579.48
ADA CONSTRUCTION
PAYOUTS:
2. PRODTJCTIVE PAVINQ & EXCAVATING CO.. PAi''OLI'i` #1 1995 DRAINAGE
5 D AINAF P OJEC Y`52
C� ,47 Approved Omnibus PROJECT
Vote.
F. BID RECOMMENDATION - S11 PLUS PROPERTY SPORTS SURPLUS PROPERTY
CORE HORSE BARN ,S: Approved Omnibus Vote. SPORTS CORE MORSE
BARNS �
G. BID AUTHORIZATION - BRUS CHIPPER - P B .iC' �OIZKS: BRUSH CHIPPER
Approved Omnibus Vote.
H. AWARD OF CONTRACT - 1995/96 STATE JOINT P 1RCHASE - '95-'96 STATE
DEICER
SALT: Approved Omnibus Vote. JOINT PURCHASE y
DEICER SALT
ITE S BE . VED FROM QMNIBUS AGENDA: None.
rr•
Motion by Trustee McInerney, seconded by Trustee Bartecki, to
concur witl'i the recommendation of President Bushy and appoint Mr.
VILLAGE OF OAK BROOK Minutes 2 of 11 October 10, 1995
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OBHCVC ..
FRED EULER
Fred E.uler, the new General Manager of the Hyatt Regency Oak
Brook. Hotel, to the Oak Brook Hotel, Convention and Visitors
Committee to fill the unexpired term of David Bisenman; term to
expire February 28, 1996. VOICE VOTE: Motion carried.
B. A_WAR -D O]F CC)NTRA['T - BIC�CL_ E PAT�T f,CJR_RY SEAT
Six (6) contractors were advised of this project, and two (2) requested
a bid package. One (1) sealed bid was received on October 4, 1995.
Motion by Trustee Savino, seconded by Trustee Bartecki, to award a
contract, subject to staff review, to Park Services, USA, Hillside, the
lowest responsible bidder-, based on the unit price of $0.5175 per
square yard of slurry seal applied, for an estimated total Bike Path
Slurry Seal Project price of $16,042.50 (based on 31,000 square
yards). ROLL CALL VOTE:
Ayes: 5 - Trustees Bartecki, Kenny, McInerney, Savino and
Shumate.
Nays: 0 - None.
Absent: 1 - Trustee Payov ich. Motion carried.
C. A����. -CO TRACT ,- P RTS CORE DREMWAY A
CART PA PAVING PROJECT:
Bid packages were picked up by four (4) companies, and three (3)
came to the required pre -bid meeting. Two (2) competitive sealed
bids were received on September 27, 1995.
Trustee Sax ino requested complete paving of the cart path between
the 17th and 18th tee of the golf course.
Motion by Trustee McInerney, seconded by Trustee Shumate, to 3
award a contract, subject to staff review, to Meyer Paving, Inc.,
Lombard, the lowest responsible bidder, based on unit prices listed in
the bid tabulation of Purchasing Director Kapff's memo dated
October 6, 1995, for a full scope of work originally specified, in an
approximate total Sports Core Driveway and Cart Path Paving �}
Project price of $20,000.00. ROLL CALL VOTE: !
Ayes: 5 - Trustees Bartecki, Kenny, McInerney, Savino and
Shumate.
Nays: 0 - None.
Absent: 1 - Trustee Payovich. Motion carried.
VILLAGE OF OAK BROOK Minutes 3 of 11 October 10, 1995
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g. DEPARTMENTAL -REPORTS - SEECIALlY AREAS: DEPARTMENT.
REPORTS --
Environmental Concerns & Engineering: Trustee Payovich - Village Manager SPECIALTY AREAS
Veitch reported the 1995 Paving Project and the Drainage Project are
substantially completed.
Finance/Purchasing: Trustee Bartecki - No report was given.
Library and hotel, Convention & Visitors Committee: Trustee McInerney -
During October, Oak Brook Library's display case features Divali, the Hindu
festival of lights. The display has been lent to the Library by Usha Raghu.,
Library staff member. The Oak Brook Library Adult Program will meet at the
Library on Thursday, November 9, at 7:30 p.m. Children 5 through 10 years
of age can join the Children's Reading Club program, "Reading is Fun"
sponsored by fife Newspapers. "Homework Central" librarians, Sue Madorin
and Patti Kuhl, are able to help students find the resources the need.
Personnel & Public Safety: Trustee Kenny - The Oak Brook Police
Department worked with area Police Departments in identifying leads and
suspects in the final arrest of auto thieves of luxury cars being exported to
eastern Europe. The Department received a letter commending Officer Mark
King for assisting a disabled vehicle.
Fire Prevention Week is October 8-14, 1995.
Planning & Zoning: Trustee ohumate - Noted the progress of the Home Store
project by Sears and the Marshall Field's Furniture Store.
Public Works & Cable Television: Truste° Savino - No report was givi:n.
Village Clerk: Clerk Gennella - Announced the schedule of hours and days of
In- Person Absentee Voting being offered in the Clerk's Office.
Village President: President Bushy - The 211st Century Institute sponsored a
delegation of thirty (30) Chinese officials' visit to improve international
relations with China and the free world. Village Manager Veitch and
President Bushy presented information of our Village government, and the
delegation toured the Village Commons.
State of Illinois, Department of Insurance, offered a seminar to Trustees of
public pension funds at McDonald's Hamburger University. Two firemen,
Pre = sident Bushy and the ViLage Clerk ittended the all -day seminar. A pilot
program by Marquette is being offered for outside benchmarking of
investment activities of pension funds.
VILLAGE OF OAK BROOK Minutes 4 of 11 October 10, 1995
21-
2000 Five - 'Fear Financial Plan and various other adjustments. With
respect to the Bath & Tennis Clubhouse, the ordinance makes
numerous changes intended to discontinue subsidization by the
Sports Core Fund of events that, due to the existing provisions of the
ordinance, do not cover their costs. Specifically, these involve
meetings and events of local civic and not-for-profit organizations, of
which there have been more than 100 in the past twelve months. The
Village Board must address this situation if the restaurant operation
is to be made profitable for the benefit of the other operations at the
Sports Core. Discounts for straight rental of the clubhouse facility
remain in the ordinance. but provision is made for recovery of costs
of additional services. The current subsidy would be funded from the
General Fund rather than the Sports Core Fund.
Golf Club Manager VanDyke explained the fee schedule of the golf
course. It was proposed for a $1.00 increase per golf round, and a
$50.00 increase for each type of membership. He noted a change in
Section 14- 12(b)(6) relating to the one day a month closing of the
golf coarse for major work on the golf course.
Trustee Kenny requested the wording be changed so as not to limit
the closing for one day. The wording of Section 14- 12(b)(6) would
state "the Oak Brook Golf Club Driving Range will be open between
April I and November 1, conditions and weather permitting. The
course and driving range shall not be open during the period of any
multiple day golf tournament authorized to be played on the
premises. Notwithstanding, either nine -hole part of the golf course
may be closed for maintenance at the discretion of the golf course
manager."
Trustee Shumate asked if the $1.00 increase in the driving range fee
would deter play. Golf Club Manager VanDyke stated the golA
course is potentially below market due to the facilities not having
lights for evening play. He fftirther inquired on the dress code
change. Manager VanDyke explained that Section 14- 12(b)(7) stated
appropriate attire, including shirts with sleeves and collars, would be
worn at all time by persons utilizing the golf club. This rules out any
T -shirts or tank tops. Trustee Shumate requested the former bleacher
area be addressed for better maintenance of this area.
VILLAGE OF OAK BROOK Minutes 5 of 11 October 10, 1995
1-45;:;
Bath & Tennis Club Manager Sartore discussed the adjustments in
Section 14 -13, Oak Brook Bath and Tennis Club. She noted it
deleted language in the open field rental for non -profit organizations,
as this has not been used for the last two years by residential, non-
profit organizations. The membership fee structure reflects the Five -
Year Financial Plan delineated by types A, B, C and D. Bath &
Tennis Club Manager Sartore read Section. 14- 13(i)(2), The
clubhouse will be available at the following rates:
Resident $350.00'
Nonresident 500.00*
Saturday and Sunday, daytime (off-season)
i
from 10:00 a.m, to 4:00 p.m.:
Resident $250.00*
Nonresident 350.00*
Monday through Thursday evenings:
Resident $200.00*
Nonresident 250.00, *
Daytime (off-season)
from 10:00 a.m. to 5:00 p.m.:
Resident $11-00,00*
Nonresident 300 00*
Club rentals with no meal senice will be additionally
charged for any special requirements such as set -ups,
table arrangements, linen services, etc.
*Note: An additional fee of fifty dollars ($50.00) per
hour for any event over five (5) hours will be charged.
If the net meal service for a scheduled event exceeds the
minimums shown below, there will be no clubhouse rental fee:
April 1 st through December 31 st:
Monday - -- Thursday $500.00
Friday, Saturday, Sunday -
10:00 a.m. to 4:00 p.m. $1,000.00
Friday, Saturday, Sunday
after 5:00 p.m. $2,500.00
January I st through March 31 st:
Monday --�- Thursday $500.00
Friday, Saturday, Sunday
10:00 a.m. to 4:00 p.m. $1,000.00
Friday, Saturday, Sunday
after 5:00 p.m. $1,500.00
She not -d the elimination of a civic or non- profit organization
receiving any discount from the resident rates. The non - resident fee
of $250.00, Monday through Thursday evenings, is erroneous. A
new calculation will be presented to the Village Board.
VILLAGE OF OAK BROOK Minutes ti of 11
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October 10, 1995
I�
President Bushy clarified that the paying members of the Bath and
Tennis Club have subsidized the non-profit organization's use of
these facilities. She recommended these various organizations still
be able to use this facility with subsidization from the General Fund.
Trustee Bartecki inquired hove the rental fees were compiled. Bath &
Tennis Club Manager Sartore explained these rates were similar with
other facilities which covers fixed and variable costs. Trustee
Bartecki recommended segregating the costs of the Village - related
functions for tracking purposes.
Trustee McInerney suggested a managerial decision on what is the
appropriate facility to be used by various organizations and prioritize
them.
Trustee Shumate requested the Bath and Tennis membership dues be
forwarded to members before the season begins. He recommended
the fee schedule remain the same as last year.
President Bushy requested comments from the residents:
Beth Cullum, Vice - President of the (yak Brook Women's Club,
stated her organization is not a non -profit organization. The Club's
activity groups use this facility and could no longer afford the use of
the facility at the proposed rental fees. She noted the Club has
donated thousands of dollars to the public safety departments,
Library and other organizations of the Village since its incorporation.
There are 500 resident members of this organization.
Bobbie Petz, President of the Oak Brook Library Association,
commented of their free Evergreen Concerts for our residents at the
facility. This program is a good public relations project for the
Library toward the Village. The Association would have to cancel
this program with the newly proposed fee schedule.
Trustee Bartecki requested calculating the costs of these events.
Trustee Shumate asked that the figure be a budgeted item number for
community events. Trustee Bartecki requested a $30,000 amount be
designated for these events.
Joe Fullan, 122 'rimberview Drive, commended the Manager and
staff of the Bath and Tennis Club for their excellent service.
accommodatioris and friendly atmosphere. l4e asked for cooperation
from the Village Board in the use of this facility. '
LOU
AMML
Barbara Benezra, President of infant Welfare, stated an event
scheduled in 1996 by her organization would be cancelled due to the
high cost of the proposed $350.00 rental fee. The organization has
previously used the Park District shelter but would rather use the
Bath and Tennis Club.
Trustee McInerney requested cooperation between the Park District
and the Bath and Tennis Club for the appropriate use of these
facilities by any Village organization.
President Bushy recommended a companion policy be included with
the Ordinance that embodies the philosophical statements that were
presented this evening.
1
Trustee Savino asked when it would be appropriate to discuss the
Bath and Tennis Club being open to the public. Viliege Manager
Veitch, ]Bath & Tennis Club Manager Sartore or President Bushy
would be happy to discuss this with him, as it has been discussed at
length by the Board of Trustees. Trustee Bai-tecki explained that it is
open to the public at a nominal fee. The swim membership for a
child is only $75.00, and the social membership is only $60.00. The
social membership allows use of the dining facility and four passes
for swirm-uing and polo. No other area facilities offer these low fees,
including public swimming pools.
It was a consensus of the Village Board of Trustees that the fee
schedule for 1996 for the Bath and Tennis Club remain the same fee
schedule as presented in 1995.
The current Financial Plan indicates that the existing utility tax will
be needed through 1996, and that the rates on electric and gas service
can be reduced to 3 percent beginning in 1997. Further adjustments
in the tax will, of course, be basest on the Village's financial
condition as assessed in future editions of the Five -Year Financial
Plan. The Board's policy reviewing the utility tax annually, coupled
with the annual long -range financial planning process, ensures that
the utility tax will continue to exist only insofar as it is needed for its
designated purposes.
It was a consensus of the Village Board of Trustees to place the
proposed Utility Tax Ordinance on the Active Agenda for the
Regular Board of Trustees meeting of October 24, 1995.
VILLAGE OF' OAK BROOK Minutes 80f 11 October 10, 1995
M
1996 UTILITY TAxR
ORDINANCE �!
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President Bushy asked for any public comments and, for the record,
no one appeared to comment.
C. DISCUSSION OF LIBRARY PRQIECT SCHEDULE: LIBRARY PROJECT
SCHEDULE
Based on the recommendations of the Library Commission and the
subsequent action of the Board in adopting the Five -Year Financial
Plan, the Village has prepared a project schedule for review and
comment by the Board. The key element of the schedule is thf:.
November 5, 1996, election ballot, which would include what the
Village assumes at this time would be an advisory referendum
question concerning whether or not the Village should proceed to
construct a new library using accumulated reserves.
The schedule anticipates that the project %`sill progress through the
concept design phase, and no further, prior to the referendum. It
provides a suitable period of time after completion of concept design,
and prior to the election, for a comprehensive informational program
to be undertaken. The product of the concept design phase is
essential if a coherent presentation of project parameters and Flans is
to be made to the voters.
Prior to selection of an architect and concept design, the schedule
calls for space planning and site selection processes to occur
simultaneously. A space planning study for a small library should be
neither expensive nor tune- consuming, and the Village is preparing
to seek proposals from local professionals who do such work. Work
done for Oak Brook in the past should be helpful as well. In terms of
site selection, Village Manager Veitch believes the Village can draw
on Sasaki Associates at little or no additional cost to evaluate the
alternatives.
It was a consensus of the Village Board of Trustees to proceed with
the Oak Brook Library Project Schedule as presented by staff.
D. DISCUSSION OF LEAF REMOVAL _PRQQZ1Mi : LEAF REMOVAL
PROGRAM
One of the objectives for 1996 is to determine the future direction of
the Leaf Removal Program and a desire to include the appropriate
resources in the 1996 Budget for the 1996 Program.
The service is not offered Village -wide and a distinction has been
made between public and private streets in order to limit the area to
which the service is provided. Unlike maintaining pavement or
plowing snow, the service of removing surplus leaves raked to the
VILLAGE OF OAK. BROOK Minutes 9 of 11 October 10, 1995
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roadside is not logically Iinked to ownership of the street. The
demands of the Program are beginning to exceed our current
capacity. Our equipment is aged and additional capital investment
will be necessary if the Village continues to provide the service in-
house.
The Board needs to determine whether to expand the Program
Village -wide or leave diisposal of leaves to individual property
owners and homeowners associations.
The parameters of a Village -wide program include:
The cost would approximately be $90,000 per year in current dollars.
This operation would involve fotT tow - behind machines, as opposed
to the current Vac -All truck and one tow - behind leaf machine.
Although licensed scavengers will take bagged leaves accompanied
by a yard waste sticker, interest by the private sector in providing this
service on a large scale in the manner performed by the Village is
scarce to non.- existent.
Virtually all of our heavy trucks would be needed for the effort,
increasing the probability that sufficient equipment would not be
ready for an early snowfall.
After a lengthy discussion, Village Manager Veitch commented on a
policy statement of the Village Board of Trustees. Is this a service
the Village would provide to all of its residents? Village Manager
Veitch recommended that staff would provide a means to produce a
Village -wide leaf removal program in a most cost effective manner.
It was a consensus of the Village Board of Trustees to include this
cost of service for a Village -wide leaf removal program in the 1996
Budget.
Motion by Trustee McInerney, seconded by Trustee Shumate, to adjourn at
10 :04 p.m. to a Closed Meeting to discuss litigation. ROLL CALL VOTE:
Ayers: 5 - Trustees Bartecki, Kenny, McInerney, Savino and Shumate.
Nays: 0 - None.
Absent: I - Trustee Payovich. Motion carried.
VILLAGE OF OAK BROOK Minutes l0 of 11 October 10, 1995
H
ADJOURN TO
CLOSED MEETING
II
If
ADJOURNMENT
12. AML,RNMENT.
Motion by Trustee Shumate, seconded by Tiustee. McInerney, to adjourn the
meeting at 10:41 p.m. VOICE VOTE: Motion carried.
ATTEST:
Linda K. bonnella, CMC
Village Clerk
botIO10
VILLAGE OF OAK BROOK Minutes 1 of 11 October 10, 1995