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Minutes - 10/12/1999 - Board of TrusteesVILLAGE OF OAK BROOK Minutes OCTOBER 12, 1999 UNOFFICIAL UNTIL APPROVED AS WRITTEN _ t./OR AS AMENDED _ BY VILLAGE BOARD ON 1. MEETING CALL: MEETING The Regular Meeting of the Board of Trustees was called to order by President CALL Bushy in the Samuel E. Dean Board Room of the Village Commons at 7:30 p.m. Pledge of Allegiance was given. 2. ROLL CALL: ROLL The Village Clerk called the roll with the following persons CALL 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; Debra J. Jarvis, Fire Chief, Robert L. Kallien, Jr., Community Development Director; Darrell J. Langlois, Finance Director/Treasurer; Richard A. Martens, Village Attorney; Ruth A. Martin, Library Director; Bonnie Sartore, Bath & Tennis Club Manager; Trey VanDyke, Golf Club Manager; and Anthony Ko, Senior Project Engineer, JE Sverdrup and Jack Olson, President, Sundek of Illinois. 3. ANNOUNCEMENTS & OPEN FORUM: ANNOUNCENIEN Trustee McInerney reminded our residents that it is the time of year where the &orEN FORUM Oak Brook Civic Association sponsors our annual Thanksgiving with the naval recruits from the Great Lakes Base. Resident George Mueller is coordinating these efforts and hopes to have two busloads of recruits come to our community and spend Thanksgiving day with residents who will open their homes to these young men and women. President Bushy suggested that if you are unable to accommodate any recruits that you may contact Oak Brook Civic Association Board or Trustee McInerney if you wish to assist in some other manner. Trustee Craig commented when they opened their home to recruits that they allowed them to call home to their families, which they found to be very rewarding. 4. APPROVAL OF MINUTES: IMINu-res Motion by Trustee McInerney, seconded by Trustee Caleel, to approve the minutes of the Regular Meeting of September 28, 1999. VILLAGE OF OAK BROOK Minutes Page 1 of 22 October 12, 1999 He 5. Trustee Butler requested the minutes be amended on page 4, 7. C. 1. To read: ROLL CALL VOTE: Ayes: 5 - Trustees Caleel, Craig, Kenny, McInerney and Savino. Nays: 0 - None. Absent: 1 - Trustee Butler. Motion carried. Motion by Trustee McInerney, seconded by Trustee Caleel, to amend the Minutes of the Regular Board of Trustees Meeting of September 28, 1999 and waive the full reading thereof. VOICE VOTE: Motion carried. OMNIBUS AGENDA: All items on the Omnibus Agenda are considered to be routine in nature and will be enacted in one motion. There will be no separate discussion of these items unless a Board member so requests, in which event, the item will be removed from the Omnibus Agenda and considered as the first item after approval of the Omnibus Agenda. Motion by Trustee McInerney, seconded by Trustee Caleel, to approve the Omnibus Agenda. ROLL CALL VOTE: Ayes: 6 - Trustees Butler, Caleel, Craig, Kenny, McInerney and Savino. Nays: 0 - None. Absent: 0 - None. Motion carved. A. B. C. D. E. OVA L OF: APPR APPROVAL OF BILLS: Approved Omnibus Vote. APPR - S4a1.1a3.31 APPROVAL OF PAYROLL FOR PAY PERIOD ENDING PAYROLL- OCTOBER 2, 1999: Approved Omnibus Vote. S375.892.21 (gross) CHANGE ORDERS: None. PAYOUTS: 1) JAMES J. BENES & ASSOCIATES INC. — PAYOUT 426 — 1997 PAVING PR1. 1997 PAVING PROJECT - $209.92: Approved Omnibus Vote. 2) JAMES J. BENES & ASSOCIATES INC. — PAYOUT # 12 — 1999 PAVING PRJ. 1999 PAVING PROJECT — ROADWAY - $17,099.43: ROADWAY Approved Omnibus Vote. 3) HALLORAN & YAUCH — PAYOUT 92 — GOLF COURSE GOLF COURSE IRRIGATION SYSTEM REPLACEMENT - $129,600.00: IRRIGATION Approved Omnibus Vote. SYS. RI'LCNIN-r. REFERRALS: None. VILLAGE OF OAK BROOK Minutes Page 2 of 22 October 12, 1999 M., 31 7. F. -AUTHORIZATION TO SEEK BIDS OR PROPOSALS: 1) GOLF CAR FLEET: Approved Omnibus Vote. G. OAK - BROOK HOTEL, CONVENTION & VISITORS COMMITTEE — AUTHORIZATION TO NEGOTIATE A CONTRACT FOR THE DEVELOPMENT AND IMPLEMENTATION OF THE 2000 MARKETING CAMPAIGN: Approved Omnibus Vote. ITEMS REMOVED FROM OMNIBUS AGENDA: None. ACTIVE AGENDA (Items For Final Action): A. APPOINTMENTS: No Business. B. ORDINANCES & RESOLUTIONS: 1) ORDINANCE 1999 -F1 -EX I -S -954 AN ORDINANCE AMENDING THE INVESTMENT POLICY FOR THE VILLAGE OF OAK BROOK, IL: Public Act 90 -0688, signed into law during 1998, requires that every unit of government in Illinois adopt a written investment policy by January 1, 2000. The legislation specifies that the investment policy address twelve different areas governing the Village's investment activities. Although the Village's existing investment policy already contains most of the requirements of P.A. 90 -0688, minor adjustments are needed in order to be in full compliance with the new legislation. The following are the recommended revisions to the investment policy: • All references to the Finance Officer position have been changed to Finance Director, reflective of the change in title made in 1998. • The section titled "Return on Investments" has been removed from the "Objectives" section and has been moved and renamed "Performance Standards ". This change was made since the new legislation specifically separates performance standards from objectives. • The language in the "Responsibility" section requiring the Finance Director to establish a system of controls has been strengthened to require that these controls be in written form. The VILLAGE OF OAK BROOK Minutes Page 3 of 22 October 12, 1999 HP GOLF CAR FLEET oaIICVC- CONT. NEGOT. 2.000 M KTG. CAMPAIGN ORDINANCE 99 -FI -Ex I -S -954 AMEND INV. POLICY Cash and Investment Procedures and Internal Controls Manual documents the controls that the Finance Department has had in place for several years. • The "Reporting" section now requires that market value be reported on the monthly Treasurer's ' Report. The prior requirement that the annual report include "a projection of what may be anticipated in the future" has been deleted in that it is difficult, even for investment professionals, to predict the future of interest rates. • The section previously titled "Bidding Procedures on Investments" has been removed from the Investment Policy and is now addressed in the Cash and Investment Procedures and Internal Controls Manual. When deciding to purchase agency securities, the analysis is usually based on the incremental yield over U.S. Treasury securities, the "call" provisions, etc. The agency securities the Village has purchased so far have been new issues, which trade at par, and are priced the same from broker to broker. In this case competitive bidding doesn't make sense. The situation may arise later where a broker would hold a specific agency issue that is not widely traded but is a good investment from a yield and call provision standpoint. In this case competitive bidding would be very difficult when staff tries to find another broker holding exactly the same issue. A provision has also been made to forgo competitive bidding when time constraints preclude the use of competitive bidding. This situation happens infrequently and occurs when a broker is not available or fails to deliver their bid at the specified time. Whenever possible and practical we will continue to seek competitive bids on all investment purchases. Motion by Trustee Caleel, seconded by Trustee Savino to adopt Ordinance # 1999 -F 1 -EX 1 -S -954 "An Ordinance Amending The Investment Policy For The Village Of Oak Brook, IL," 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 VILLAGE OF OAK BROOK Minutes Page 4 of 22 October 12, 1999 19 v.J 7. B. 2) ORDINANCE 1999 -SC -S -955 AN ORDINANCE AUTHORIZING THE ISSUANCE OF A $93,88156 REFUNDING NOTE OF THE VILLAGE OF OAK BROOK DUPAGE AND COOK COUNTIES IL: Ordinance #1999-SC-S-955 authorizes the issuance of a Sports Core Refunding Note in the amount of $93,881.56 with Oak Brook Bank. The original borrowing of $300,000 commenced in 1992 and provided for the purchase of the Tennis Dome. The financing has been accomplished by means of a series of 1 -year notes due on October 28`h of each year, with the remaining principal balance being refinanced for an additional one year term. The interest rate on the note is 4.81% and the monthly payment on this obligation is $2805.78, the same terms as those in effect when the note was originally issued. The payments have been budgeted for in the Tennis Operations- Indoor Program (814), which is then reimbursed by the General Corporate Fund through a monthly transfer. Motion by Trustee Caleel, seconded by Trustee Butler to adopt Ordinance #1999-SC-S-955 "An Ordinance Authorizing The Issuance Of A $93,881.56 Refunding Note Of The Village Of Oak Brook, DuPage And Cook Counties, IL," 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 3) ORDINANCE 1999- AL -RR -G -643 AN ORDINANCE AMENDING CHAPTER 3 ENTITLED "ALCOHOLIC BEVERAGES" OF THE CODE OF ORDINANCES OF THE VILLAGE OF OAK BROOK ILLINOIS: Ordinance #1999-AL-RR-G-643 amends Chapter 3, Alcoholic Beverages, of the Village Code of Ordinances. Section 3 -31. Temporary License is being revised to extend the time a temporary liquor license may be valid for a period of up to six (6) months rather than two (2) months. The Village Clerk is requesting this amendment since the Illinois State Police and Federal Bureau of Investigation are unable to complete approximately sixty (60) fingerprint requests from the Village for all of our liquor licensed establishments within a reasonable time frame. All thirty (30) licensed establishments have been issued their second temporary liquor licenses which will expire at the end of the month. VILLAGE OF OAK-BROOK Minutes no Page 5 of 22 October 12, 1999 ORDINANCE 99 -SC -S -955 ISSUE REF. NOTE - OB. DP COOK CTY. ORDINANCE 99-AL-RR-G-643 AMEND CII 3 ALCOI IOL BEV. The Village Clerk is working with the Unit Manager of the Civil Processing Division, Illinois State Police, to resolve this problem. Our Police Department has budgeted (through the Technology Plan) for requisition of the "Live Scan" automated fingerprint and booking system, which will allow electronic submission/processing of background checks. Motion by Trustee Caleel, seconded by Trustee Butler to adopt Ordinance #1999-AL-RR-G-643 "An Ordinance Amending Chapter 3 Entitled, "Alcoholic Beverages" Of The Code Of Ordinances Of The Village of Oak Brook, Illinois," 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 7. C. AWARD OF CONTRACTS: 1) TIMBER TRAILS/MERRY LANE PRELIMINARY DRAINAGE STUDY: The Village Board, at its August 10, 1999 meeting, authorized staff to negotiate a professional services contract with Patrick Engineering, Inc. The scope of services includes a background review and resident survey, field survey and data collection, three resident meetings, and preparation of a final project report. Patrick will be paid based on the number of hours worked at the agreed upon rates and for direct reimbursable costs up to the $43,800 maximum. This phase of the project is scheduled to begin this month and conclude by the end of March 2000. Funds for this preliminary drainage study are included in both the 1999 and draft 2000 budgets in the Stormwater Management Improvements Program (41 -462). Motion by Trustee McInerney, seconded by Trustee Caleel to award a contract to: Patrick Engineering, Inc., 4985 Varsity Drive, Lisle, Illinois, 60532, in the not -to- exceed amount of $43,800 (includes an estimate of $1,100 for direct costs) to provide a preliminary drainage study for the Timber Trails/Merry Lane area. ROLL CALL VOTE: VILLAGE OF OAK BROOK Minutes 0 Page 6 of 22 October 12, 1999 TIMBER TRAILS/ MERRY LANE DRAIN. STUDY Ayes: 6 — Trustees Butler, Caleel, Craig, Kenny, McInerney and Savino. Nays: 0 — None. Absent: 0 — None. Motion carried. 7. C. 2) HEAVY RESCUE EQUIPMENT — FIRE DEPARTMENT: Sufficient funding is available in account number 721 -9010 of the 1999 Budget for this purchase. With the purchase of the new rescue squad the timing is appropriate to upgrade and modernize our tools and equipment. Much of the equipment on the old squad is approximately 20 to 25 years old. The new equipment will enhance capabilities in rescue situations due to its lighter weight, speed and ease of operation, and increased strength. It is necessary to proceed with this purchase as soon as possible in order to insure installation on the new rescue squad prior to its delivery in December. The total cost of the rescue equipment (power units, tools, and cribbing) is $22,416, including a $5,000 allowance for the trade -in of the department's old rescue equipment. Price quotes were obtained from the three primary rescue equipment brands in use in the fire service, GENESIS, AMKUS, and HURST. Overall, the prices for the Genesis equipment were the lowest. Staffs decision was based not only on price, but on ease of use. The Genesis tool actuation device allows for hand repositioning during cutting and prying operations. The other two brands were actuated by handle twisting or slide thumb actuators that require stopping operations each time hand repositioning is needed. In addition, Genesis was the only brand that offered the mini - cutter tool. The three brands do not have interchangeable parts, therefore standardization with one brand is essential. Equipment Management Company is the only authorized dealer for Genesis rescue equipment in the area. Motion by Trustee Kenny, seconded by Trustee Caleel to authorize staff to issue a purchase order in a not -to- exceed amount of $22,416 for the Genesis rescue equipment specified to the only authorized dealer of Genesis rescue tools in this area, Equipment Management Company, 1323 N. Raynor, Joliet, Illinois 60435. ROLL CALL VOTE: Ayes:' 6 — Trustees Butler, Caleel, Craig, Kenny, McInerney and Savino. Nays: 0 — None. Absent: 0 — None. Motion carried. VILLAGE OF OAK BROOK Minutes Page 7 of 22 October 12, 1999 RESCUE EQUIN FIRE DEPT. 7. D. ADOPTION OF 2000 — 2004 FIVE - YEAR FINANCIAL PLAN: Pursuant to the discussion at the September 13, 1999, Committee -of- the -Whole meeting, various substantive changes were made to the Plan as follows: • Implementation of the telecommunications tax is reflected as of January 1, 2000. Revenue is designated for the Infrastructure Fund for the first four months. Thereafter, the revenue is allocated to the General Corporate Fund. • Use of installment contract certificates to fund $3.5 million of the Municipal Building project. • Maintenance of an unrestricted cash balance in the General Corporate Fund equal to at least six months operating expenditures. • No increase in Bath & Tennis Club membership fees for the 2000 summer season. - New narratives and financial exhibits reflecting these changes were distributed to the Board on September 24, 1999 and no further comments have been received. Motion by Trustee Caleel, seconded by Trustee McInerney, to adopt the 2000 -2004 Five -Year Financial Plan as modified pursuant to the discussion at the Committee -of -the -Whole meeting of September 13, 1999. ROLL CALL VOTE: Ayes: 6 - Trustees Butler, Caleel, Craig, Kenny, McInerney and Savino. Nays: 0 — None. Absent: 0 — None. Motion carried. 7. E. LIBRARY PROJECT FINAL DESIGN AND COLOR PALETTE: On Friday, October 1, 1999 staff met with the construction managers (Harbour Contractors, Inc.) and architect ( Carow) to review the results of additional value engineering on the design for the new Library. A number of opportunities for significant savings were identified that HCI and Carow believe bring the project budget into line with the S5.0 million target level. Preparation of final drawings is underway reflecting these changes. VILLAGE OF OAK BROOK Minutes 4�� Page 8 of 22 October 12, 1999 ADOPT 2000 - 2004 5 -YR FIN. PLAN LIES. DSGN. & COLOR PALETTE 8/4/99 HCI estimate $5,488,700 (Excluding Village expenses for computer hardware, security system, phones and moving) COST REDUCTION Adjust cost for lighting fixtures $519800 (change in specified manufacturer) Substitute laminated wood beams for steel 25,800 beams on interior of dome Substitute aluminum power assisted 26,000 doors for stainless steel balance doors Substitute aluminum for stainless steel 699700 in curtain wall Adjustment for re- designed HVAC and 96,400 access floor system Reduce height of curtain wall system from 33,500 13 feet to 12 feet Revise structural design for 12 -foot 33,500 aluminum curtain wall system Revise sunscreen design from 9 feet/ 157,900 stainless steel to 4 feet 6 inches /aluminum TOTAL REDUCTIONS $494,600 REVISED ESTIMATE $4,994,100 The exact dimensional change, and therefore the savings, is dependent on determination of the minimum size that accomplishes the functional objective relative to heat gain. It is possible that the savings will be less. On the other hand, there will be additional savings from the reduction in ceiling height (drywall, studs, clerestory glass, interior finishes, etc.) that have not been factored into the above estimates. VILLAGE OF OAK BROOK Minutes Page 9 of 22 October 12, 1999 `� 7. E. continued COLOR PALETTE The architect presented the revised the color palette based on a new carpet recommendation and green window glass. The color scheme is considerably warmer than the one reviewed in August. Trustee Kenny commended staff for finding the significant savings in the project to bring it in line with the $5.0 million targeted budget. Village Manager Veitch indicated Harbour will generate one more project estimate. Then the Village will go to bid with all the subcontractor bid packages. The staff will present a list of subcontracts to be awarded and assigned to Harbour Contractors. A contract with Harbour that sets the guaranteed maximum price (also referred to as the G -max) for the building above which the Village will not be exposed. That will be negotiated based on the sum of all of those subcontractor bids, plus a negotiated fee for Harbour. The estimate for the fee is in these numbers but that still has to be negotiated. Trustee Caleel inquired if Architect Carow was in full agreement with these changes. Village Manager Veitch remarked that Mr. Carow would prefer a nine foot sunscreen but with that caveat he was in full agreement. President Bushy indicated the Village Board is directly responsible for this project and they do monitor all of the major decisions that are made on this project. Trustee Kenny asked if the exterior metal on the building could be in an earth tone color. Village Manager Veitch explained that the exterior metal is the window and door frames for the building. He will investigate if the window frames come in other colors. Trustee Caleel asked if the glass has a rating for retaining heat, air conditioning and reflection of the sun. There was a consensus among the members of the Village Board to accept the revised estimate and proposed cost reduction items as presented by staff. They also indicated approval of the proposed color palette. VILLAGE OF OAK BROOK Minutes W100 Page 10 of 22 October 12, 1999 8. INFORMATION & UPDATES: A. VILLAGE PRESIDENT: President Bushy explained that the Village residents have received an invitation to a Y2K Town meeting this Thursday evening, which is being co- sponsored by the Oak Brook Civic Association. Representatives from the various utilities will be present to answer any questions residents may have regarding the upcoming event. McDonald's Corporation had their Founders Week and it was an opportunity for the company's employees to offer their services to the Village. A crew from McDonald's painted the Sports Core building. McDonald's recognized the charitable activities held at the Sports Core and offered their services again for next year. They would likely send a larger crew, and would like to do some heavier work, like clearing pathways in the woods or working along Salt Creek. FEMA(Federal Emergency Management Agency) has requested help from the general public to help the hurricane victims especially in the Carolinas. They need manpower or cash donations. You may call 1- 800- HELP -NOW or the Village at 990 -3000 for a list of fifteen agencies that need assistance in providing their services to the stricken areas. President Bushy asked for a consideration of changing the Committee -of -the -Whole meetings from the Monday before the second Tuesday of the month. The Village had previously requested other boards in Oak Brook to consider changing their meeting dates but they have declined to do so. She suggested we change the Committee -of -the -Whole meeting to the Monday before the fourth Tuesday of the month. The Village Board of Trustees concurred with this recommendation and this item will be placed on the next Village Board agenda to amend the ordinance and reflect the change of the meeting schedule. She then discussed the recent Oak Brook Civic Association newsletter in which their President indicated in his cover letter that Village improvements of the Bath & Tennis Club and proposed Library are being paid for by taxing our residents. She explained that the construction that is occurring does not fall to property taxes. Our local government is in the business of providing service to its residents. She would like to meet with their president to clarify this. VILLAGE OF OAK BROOK Minutes 0 Page 11 of 22 October 12, 1999 INFO R UPDATE: VILLAGE PRES. Trustee Kenny exited the meeting at 8:34 p.m. 1. Trustee Savino suggested that a letter be sent to the president of the Oak Brook Civic Association to correct his comments and asked that he print a correction. President Bushy suggested the possibility of a "letter to the editor" to respond to his comments but did not know if they would print it. B. VILLAGE MANAGER: Village Manager Veitch explained that he participated in a Midwest electricity summit moderated by U. S. Secretary of Energy, William Richardson, in which he defined the federal role to legislate efficiency standards, insure equal access to the national electric transmission system, helping to monitor at the national and super - regional level with planning for generation and transmission capacity and adequacy and controlling the electric loads at federal facilities. The idea of the federal government setting reliability standards for the states or localities was not well received by the panel participants. They spoke of impact, demand and regional cooperation with electric service reliability. The Metropolitan Mayors Caucus was cited as a model as well as the intergovernmental cooperation with the suburban council of governments. They discussed infrastructure and investment where local reliability is concerned. The concern is the wiring and ComEd Chairman Rowe stated that system wide numbers of reliability are of little use but rather it is the numbers by community, feeder and customer that are needed. Village Manager Veitch then gave a slide presentation of the Oak Brook reliability indices. The percentage of underground failures are being reduced as ComEd has addressed some of the underground systems in Oak Brook. There are seven main problem areas in Oak Brook in the electrical feeder system from ComEd. As generally described, area one is Yorkshire Woods and Timber Trails; area two is the Oaks of Oak Brook and Oak Brook Court (16`h Street and Rte. 83 area); area three is Midwest Road and 22 "d Street area; area four is a portion of Ginger Creek; area five is the southwest portion of Brook Forest; area six is a stretch of Midwest Road that feeds more of Westmont than Oak Brook and area seven is an area on 35" Street. A lot of work has been done in the Briarwood subdivision. A work program has been initiated by ComEd for these seven areas that need to be improved. Some work is already complete and some is being done presently. ComEd has identified a percentage of the feeders that serve Oak Brook that they consider to be high priority circuits for inspecting poles and inspecting underground facilities in which they VILLAGE OF OAK BROOK Minutes Page 12 of 22 October 12, 1999 VILLAGE MGR. are looking for problems or doing preventive maintenance. Approximately half of the feeders in Oak Brook have been identified for inspection work in the year 2000. A tree trimming program has also been developed by ComEd. He noted the quality of information, its usefulness and the attitude of ComEd has improved greatly and the Village appreciates their efforts. President Bushy commended Village Manager Veitch for his excellent efforts on behalf of the Village for improved electric reliability in Oak Brook. 9. DEPARTMENTAL REPORTS — LIAISON ASSIGNMENTS: Community Development: Trustee Savino - Commercial Development - Construction is progressing on a five -story, 200,000 square foot office building at 700 Commerce. By the end of October, the buildings super structure will be complete. The John Buck Co. is the developer of a five -story, 180,000 square foot office building at 2001 York Road. Ninety -nine percent of the building exterior has been enclosed. Construction for 306 Windsor continues on a two -story building, which will connect the structures at 300 and 310 Windsor. To date, the footings and foundation are complete. Residential Development - Four new home permits have been issued at 113 Livery Circle, 202 St. Michael Ct., 13 Natoma, and 3403 Adams. One demolition permit was issued for the home located at 3 Shelburne Drive. z The four permits that had been issued in August in the Forest Gate Subdivision all have completed foundations. Work also continues on the perimeter wall and installation of site utilities. Plan Commission/ZBA/Assessment Plats - There are no new petitions that have been filed. The Northridge First Assessment Plat (aka 3404 Adams) has been received. 'A meeting was held with the property owner and surveyor to' discuss /remedy issues relating to the legal description for the parcel. On October S. 1999, Staff from Community Development and Legal coordinated a combined workshop meeting with the Plan Commission and Zoning Board of Appeals to provide a refresher on such issues as: board duties and responsibilities, process, types of requests, comprehensive plan, etc. Projects Under Discussion - Staff met to review and offer comments on the proposed expansion of Christ Church. The proposed expansion will require an amendment of the special use for the Church. Staff met with representatives of the Centerpoint building at 1808 Swift to discuss issues relating to a planned 30,000 square foot addition to the building. Such an expansion will result in a maximum FAR (floor area ratio) of 0.45 on the site. Special Projects - Staff from Community Development and Legal has been meeting to begin the work of drafting language for a telecommunications VILLAGE OF OAK BROOK Minutes z4all Page 13 of 22 October 12, 1999 DEPT. RPTS: LIAISON ASGNMT. ordinance for the Village. Once adopted, such an ordinance would be the primary tool to manage the location of future telecommunications facilities in the Village. Finance, Information Services & Purchasing: Trustee Caleel — Finance - The 2000 Municipal Budget was the most significant project worked on during September. To date, most departmental submissions have been received and individual departmental meetings began on September 23, 1999. The draft budget is scheduled to be distributed to the Village, Board on November 5, 1999. The Finance Department conducted testing of its major financial systems on September ITh and 14 to assess whether the software is Y2K compliant. The testing involved setting the system clock forward to 2000 and we tested transaction processing in the year 2000. The test was very successful in that there was only one minor problem noted with water billing, which will be addressed in October when the implementer from Pentamation is scheduled to be here. Information Services & Purchasing - A short -term solution to Fire Department data communications between stations is being implemented in October. The long -term solution to improve communications between all Village buildings will likely be to install fiber optic cable. Coordination with DuPage County's 31" Street project and routing through the Sports Core to service the new Library and Sports Core activities are likely parts of this phased project. Y2K upgrades to PC's and network systems are complete. The final Y2K project to replace the current gateway to the County (for Police access to records) will be completed in October. The Village is entering the final phase for this year's PC replacement program. We are checking with all school districts serving Oak Brook to determine I nterest in receiving this equipment. If we are unable to find enough local interest, we intend to expand our efforts to other districts and public agencies in both the Chicago area and nationwide. Other recent activity includes contract preparation and review for the 2000 paving project, Timber Trails/Merry Lane drainage study, bicycle pathway construction, sealcoating of the pathway system, banking, and ambulance billing services. Bid review for the pool deck replacement project was also completed with construction to begin within a few weeks. Other projects include alphanumeric pagers, disposition of surplus property, and completing a grant request for bullet-proof vests. Interizovemmental Relations: Trustee McInerney — No report was given. VILLAGE OF OAK BROOK Minutes Page 14 of 22 October 12, 1999 Library & Community Events: Trustee Butler — Library — Work continues with our architect and value engineers in bringing the design into conformance with Village Board budget guidelines. The Groundbreaking for the new building was held on September 19, 1999 and provided an opportunity for residents who have worked and waited so long for their new library building to participate in a positive, uplifting event. Thanks to the Village Board and the Friends of the Library for the lovely event and refreshments. Thanks also to Harbour Contractors, Inc. who provided shovels and hard -hats for all participants. Susan Schwartz joined the Library staff in September as a Youth Services Assistant. Her duties include children's programming, readers' advisory and helping to make the Youth section a bright and attractive place to be. Susan is an Oak Brook resident and we welcome her contribution to the Village's Library services. The Library's Evergreen Concert will be held Sunday, October 17, 1999, at the Bath & Tennis Clubhouse at 4:00 p.m. Enjoy The Best of Brass, featuring the Barrington Brass compliments of the Friends of Oak Brook Public Library. Fright Night is coming! The Samuel E. Dean Boardroom will host goblins and spooks, or at least stories about them, on Wednesday evening, October 27, 1999 at 7:30 p.m. Call the Resource Desk at 990 -2222 for further information. The Library's Opera Talk on Verdi's opera Macbeth will occur on Thursday, October 21, 1999 at 7:30 p.m. Call the Resource Desk at 990 -2222 to register for this program. Community Events — The Autumn Festival and Preview Party took place on September 18`h and 19' and were successful and well attended events. We believe the attendance exceeded 2500 and the range of activities seemed to be very pleasing to all ages. A detailed report will be submitted to the Board following the Autumn Festival Committee meeting of October 20, 1999, which will detail the financial results. Trustee Butler thanked Bonnie Sartore and her staff for a well orchestrated event. The Graue Mill Antique Show will again take place on the Sports Core on May 12`'' and 13`'', 2000. The Highland Games has committed to the date of Saturday, June 17, 2000. We are very pleased that again these two great events have rebooked. VILLAGE OF OAK BROOK Minutes Page 15 of 22 October 12, 1999 0 He announced the family event Halloween Party is scheduled for October 29, 1999 at the Bath & Tennis Club from 5:30 p.m. to 7:00 p.m. Children are $8.95 and adults are $17.95 with reservations needed. The Drake Hotel has been a sponsor of the Oak Brook Polo since 1962 and has displayed photos of Oak Brook Polo players in action on their room keys and "Do Not Disturb" signs for the hotel. Public Safety: Village Manager Veitch — Fire Department — Month of September, 1999 Fire Rescue calls totaled 100, with Mutual Aid given four (4) times and received five (5) times. Ambulance calls totaled 91, with Mutual Aid given four (4) times and received three (3) times. Fire Prevention contacts included 169 Fire Inspections, 28 Call Back Inspections and 42 Alarm System Tests. At 8:25 p.m. on Monday, September 13, 1999, the Oak Brook Fire Department responded to a possible drowning at a retention pond in Forest Glen. An elderly woman visiting relatives in the area was reported missing since 2:00 p.m. that afternoon. A DuPage County bloodhound picked up a possible scent near the pond. The dive rescue boat was brought to the scene in order for the cadaver dog to search above the water for a scent. As the boat was being launched, the Chicago Police Department called and advised that they had found the woman walking around in Chicago. At 11:02 a.m. on Tuesday, September 14, 1999, the Oak Brook medics responded to an ambulance request for a person suffering multiple bee stings at Fullersburg Woods. Initial reports from Forest Preserve personnel indicated that they had approximately six patients with bee stings. A formal medical command incident structure was initiated and additional mutual aid ambulances were requested. After the scene was thoroughly assessed, it was determined that a total of 16 patients had bee stings. Fourteen of these required basic first aid, and two required advanced life support measures. The patients were transported to three area hospitals. Mutual Aid was received from eight area fire departments. One paramedic attended an Advanced Cardiac Life Support (ACLS) class. Three paramedics attended a Pre - Hospital Trauma Life Support (PHTLS) seminar. Twenty -two Fire Department personnel attended a "Preparation for Strategic Planning" seminar at McDonald's Hamburger University. Weekly drills covered water rescue and confined space training. Two firefighters attended a course on Emergency Vehicle Driving Techniques hosted by IRMA. One C.P.R. class was conducted at the Oak Brook Park District, where four (4) people attended. The Fire Department attended the Trinity Lakes picnic with ladder truck, an engine and an ambulance. Firefighters set up the aerial ladder, gave out balloons and showed the children the tools and equipment on their vehicles. The Fire Department set up an information display with fire VILLAGE OF OAK BROOK Minutes Page 16 of 22 October 12, 1999 11 prevention literature at the Autumn Festival. Blood Pressure screening was given to 26 residents at the Oak Brook Club. President Bushy asked about a C.P.R. class for children (infant C.P.R.) and suggested marketing this to our residents, including the many grandparents who live here. Fire Chief Jarvis will research this further for our community marketing. Police Department — Probationary Officer Robin Froehlich, graduated from the West Suburban Law Enforcement Academy at the College of DuPage on Friday, September 24, 1999. Officer Froehlich started her three month Field Training Program on Monday, September 27, 1999. While on routine patrol, Sgt. Haas observed a car occupied by two male subjects stopped in the travel lane of 16" Street near the Oaks of Oak Brook. He observed a female subject exit the PrivateBank and jump into the waiting vehicle. As the vehicle left the area at a high rate of speed, Sgt. Haas made a traffic stop on the vehicle. He ascertained that the driver had a suspended driver's license. Further investigation revealed that the female had been in the bank and had cashed a stolen payroll check for approximately $3,000.00. The female subject was identified as the offender and was taken into custody. Charges were filed against the female for forgery. In addition, she was wanted on a warrant for a parole violation. This action resulted in the arrest of the subject, the recovery of the cash from the stolen check and the clearance of two forgeries in Elmhurst. This is a fine example of alert, aggressive and thorough police work and is worthy of the Police Department's Honorable Mention. Public Works & Engineering: Trustee Craig — Street division — Due to our upcoming leaf collection program, which requires the deployment of all of our street division personnel, crews have been busy tying up loose ends on a variety of tasks. Mainly this has entailed hauling spoil (broken concrete, asphalt, dirt etc.) from our staging area to the landfill, repairing/replacing damaged street signs, miscellaneous pavement striping and brush chipping, restoring parkways and pavement excavations from past water main breaks, and readying our leaf collection equipment. Water division — In addition to monitoring and inspecting private contractors for utility installations, crews remain busy replacing residential water meters per our replacement program and have repaired numerous water main breaks over the past month. For the year, we have experienced 56 water main breaks compared to 23 for the same period last year. Historically, we experience approximately 60 breaks per year. VILLAGE OF OAK BROOK Minutes Page 17 of 22 October 12, 1999 `� Engineering - 1999 Paving and Water Main Project. - In Yorkshire Woods, paving is complete and only restoration remains. The reconstruction portions of Commerce Drive, McDonald's Drive and Clearwater Drive have been completed and the remaining work (patching, grinding, resurfacing, and restoration) should be accomplished soon. 1999 Safety Pathway Project — Work should commence within the next week or so and should be done by late November. Forest Gate Subdivision — All of the water mains and sanitary sewers have been installed, most of the mass grading has been accomplished, and most of the storm sewers have been installed. Installation of bicycle path should proceed soon along Forest Gate Road. Four residential building permits have been approved along with the guard house. 2000 Paving Project — James J. Benes & Associates, Inc. has commenced design work and we have met with the two residents of Old Harger Road regarding the installation of concrete shoulders. Village Clerk: Clerk Gonnella — 24 Tobacco Product License applications were processed and renewed licenses issued. On September 30, 1999 the Secretary of State's Mobile Drivers Services Facility issued 44 driver's licenses at the Village Hall. The Metro Mobile Coordinator asked our Village to host this service during the winter months. We hope to offer this service again for a five day period this winter. The Village Clerk offered to register voters and disperse Village information and brochures at the Autumn Festival. Village President: President Bushy — Bath & Tennis Club — The Bath & Tennis pool remained open an additional week past Labor Day and was utilized during some of the very warm September weather. The deck, whirlpool, and slide projects will be completed by Thanksgiving, which will allow the Club to open the 2000 season with these improvements in place. The Club activities continue to increase, with staff having worked to prepare menus and cooperative food service staffing at the newly completed Golf Clubhouse. VILLAGE OF OAK BROOK Minutes Page 18 of 22 October 12, 1999 1;;51 Golf Club — As of year -to -date, there have been 39,909 rounds of golf played, which has declined by 3,378 from last year; $730,735 in green fees, which has declined by $22,033 from last year; $248,033 in cart fees, which has declined by $14,718 from last year; $115,482 in driving range fees, which has declined by $10,876 from last year; $123,598 in lounge sales, which has declined by $34,801 from last year; and $81,233 in pro shop sales, which has declined by $75,641 from last year. The combination of a wet spring and the clubhouse construction, have caused the decline in revenue from the Golf Club. President Bushy appeared as a panelist on a Y2K program. The program was filmed in Aurora and tapes are being provided and will be shown on cable television. President Bushy recessed the meeting at 9:23 p.m. The meeting convened at 9:32 p.m. 10. UNFINISHED AND NEW BUSINESS (Final Action Not Anticipated): A. DISCUSSION: ACCEPTANCE OF ALTERNATE — POOL DECK: The Village Board awarded the contract for this project to Schaefges Brothers, Inc. (SBI) at their meeting of September 28, 1999, accepting the alternative to delete the "Sundek" coating material. They also requested further information as well as samples of the Sundek product, which was specified in the base bid. Staff has received the samples, photos and technical information on the product and had them available at the meeting for the trustee to see. Anthony Ko, Senior Project Engineer from JE Sverdrup, introduced Jack Olsen, Sundek dealer in Illinois, who explained the product to the Board. Sundek is approved by the State of Illinois Public Health Department for shower rooms, locker rooms and public swimming pools. The textured material comes in sixteen different colors and provides a slip resistant finish on concrete. Trustee Caleel withdrew his objection to the product, as his experience is not associated with the product presented. President Bushy indicated that the product has been installed at the Hyatt Hotel in Oak Brook and the Versailles apartment in Oabkrook Terrace. There is also a small installation at our golf course clubhouse. Regarding cost, Village Manager Veitch explained that the low base bid submitted by SBI (including the Sundek finish) was $112,000. VILLAGE OF OAK BROOK Minutes 1041 Page 19 of 22 October 12, 1999 ALTERNATE - POOL DECK The contract awarded on September 28, 1999 was in the amount of $77,500, which reflected acceptance of the alternate to delete the Sundek coating in the amount'of $34,500. Trustee Caleel stated that it has been the Board's policy to consider items in the long term and with the utility, safety and attractiveness of the features of this product that it would be prudent to accept the Sundeck addition to the pool deck. Trustee Savino asked if there wAs a warranty of this product. Mr. Olsen stated there is a two year warranty on the product. President Bushy commented that with the enhancements at the pool of the exercise hot tub pool, slide and the pool deck finish that the members will appreciate these improvements when the Club opens next spring. Motion by Trustee Caleel, seconded by Trustee Butler to approve the addition of the Sundek to the Bath & Tennis Club pool deck improvements at a cost of $34,500.00. ROLL CALL VOTE: Ayes: 5 - Trustees Butler, Caleel, Craig, McInerney and Savino. Nays: 0 - None. Absent: 1 - Trustee Kenny. Motion carried. 10. B. AN ORDINANCE FURTHER AMENDING ORDINANCE G -470 AN ORDINANCE ESTABLISHING A UTILITY TAX WITHIN THE VILLAGE OF OAK BROOK DUPAGE AND COOK COUNTIES, ILLINOIS: Pursuant to the direction give in the 2000 -2004 Five -Year Financial Plan, a draft ordinance has been prepared which extends the utility tax on natural gas and electricity, at the existing rates of 3 %, for an additional one year tern through and including December 31, 2000. The revenue generated from this tax will continue to be deposited directly in the Infrastructure Fund, which is dedicated solely for roadway, drainage, and safety pathway projects. The 3% utility tax previously assessed on intrastate telephone service will be eliminated effective January 1, 2000. Motion by Trustee Caleel, seconded by Trustee McInerney, to place this item on the active agenda of the Village Board meeting of October 26, 1999. VOICE VOTE: Motion carried. VILLAGE OF OAK BROOK Minutes N" Page 20 of 22 October 12, 1999 DRAFT ORD. AMEND G470 UTILITY TAX OB. Dr & COOK COUNTIES 10. C. AN ORDINANCE AMENDING CHAPTER 3 OF THE CODE OF ORDINANCES OF THE VILLAGE OF OAK BROOK BY THE ADDITION OF ARTICLE VI IMPOSING A MUNICIPAL TELECOMMUNICATIONS TAX: Pursuant to the direction given in the 2000 -2004 Five Year Financial Plan, the draft ordinance shows implementation of a 2% (the maximum allowed by law is 5 %) telecommunications tax effective January 1, 2000. This tax will replace the existing 3% utility tax on intrastate telephone service, which has been in effect at varying rates since 1991. The existing utility tax has been dedicated to the Infrastructure Fund for funding roadway, drainage, and safety pathway projects. It is recommended that the new telecommunications tax continue to be deposited in the Infrastructure Fund through and including the April 2000 liability period. Thereafter, the revenue will be deposited in the General Corporate Fund. The telecommunications tax, which is applied to a larger base, is anticipated to yield approximately $1.1 million annually. This is an increase of approximately $400,000 over the revenue generated from the existing utility tax on intrastate telephone service. This new revenue source will enable the Village to" fund the operating enhancements (most notably in the Fire Department), as well as the capital program (most notably the new Library and Municipal Building Project), included in the 2000 -2004 Five -Year Financial Plan. The provision in the existing utility tax ordinance which exempts school districts and other units of local government from tax has been included in the new telecommunications tax ordinance. Motion by Trustee Caleel, seconded by Trustee McInerney, to place this item on the active agenda of the Village Board meeting of October 26, 1999. VOICE VOTE: Motion carried. D. COMPREHENSIVE AMENDMENT TO AN ORDINANCE ESTABLISHING CERTAIN FINANCE TAXATION AND BUDGET POLICIES OF THE VILLAGE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF OAK BROOK: The ordinance proposes certain revisions to the Village Board's policies on Finance, Taxation, and Budget based on the recent discussions regarding the 2000 -2004 Five -Year Financial Plan. These changes include: VILLAGE OF OAK BROOK Minutes Page 21 of 22 October 12, 1999 R.; DRAFT ORD. AMEND CH. 13 ADD. TELE- COMM. TAX DRAFT ORD. FIN.. TAX. & BUDGET POLICY VLLG. PRES. & TRUSTEES • Section 5 has been revised to indicate that the Village Board objectives discussion will be held in June rather than July. • Section 9 has been revised to provide that only the utility tax on natural gas and electricity be imposed for periods not to exceed one year. This change has been made due to the recommendation that the utility tax on intrastate telephone service be eliminated on January 1, 2000 and replaced with a 2% tax on all telecommunications to be deposited in the General Corporate Fund. • Section 11 has been revised to increase the minimum uncommitted cash balance from four months to six months of operating expenditures. • Section 15 has been revised to reflect that the title Finance Officer has been changed to Finance Director. The provision that interfund loans be repaid with interest has been deleted. Motion by Trustee Caleel, seconded by Trustee McInerney, to place this item on the active agenda of the Village Board meeting of October 26, 1999. VOICE VOTE: Motion carried. 11. OTHER BUSINESS PERTAINING TO VILLAGE OPERATIONS: No Business. 12. ADJOURNMENT: Motion by Trustee McInerney, seconded by Trustee Craig, to adjourn the meeting at 9:56 p.m. VOICE VOTE: Motion carried. In accordance with the provisions of the Americans with Disabilities Act, any individuals who is in need of a reasonable accommodation in order to participate in or benefit from attendance at a public meeting of the Village of Oak Brook should contact Michael Crotty, The Village's ADA Coordinator, at (630) 990 -5738 as soon as possible before the meeting date. ATTEST: Linda k. Gonnella, CMC /AAE Village Clerk BOT101299 VILLAGE OF OAK BROOK Minutes 0 Page 22 of 22 October 12, 1999 ADJOURN