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Minutes - 10/28/2003 - Board of Trustees2 3. MINUTES OF THE OCTOBER 28, 2003 REGULAR MEETING OF THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF OAK BROOK APPROVED AS WRITTEN ON NOVEMBER 11, 2003. CALL TO ORDER: The Regular Meeting of the Village Board of Trustees was called to order by President Quinlan in the Samuel E. Dean Board Room of the Butler Government Center at 7:32 p.m. The Pledge of Allegiance was given. ROLL CALL: Village Clerk Linda Gonnella called the roll with the following persons PRESENT: President Kevin M. Quinlan, Trustees Stelios Aktipis, John W. Craig, Susan Chase Korin, Elaine Miologos and Asif Yusuf. ABSENT: Trustee George T. Caleel. IN ATTENDANCE: Richard B. Boehm, Village Manager; Dale L. Durfey, Jr., Village Engineer; Robert L. Kallien, Jr., Director of Community Development; Bonnie Sartore, Bath & Tennis Club Manager and James Bodony, Acting Fire Chief. ANNOUNCEMENTS AND OPEN FORUM: President Quinlan announced the retirement of Ruth Martin as Library Director. He thanked her for her years of service and dedication. He further reported on behalf of the Board of Fire and Police Commissioners that David Kornfeind, as a fire cadet, finished first in his class at the Fire Academy. President Quinlan noted that at the Village Board's last meeting that the Mayslake project would be placed on this evening's agenda. He commented that the proper documentation had been received by the Village of Oak Brook Engineering Department and that the Stormwater management permits will be issued. Gerald McInerney, 27 Blue Grass Court, spoke to the Board and requested that residents please pay their dues to the Oak Brook Civic Association so that they may continue to fund their community events for residents. He also reminded residents that this is the time of year that the Association sponsors Great Lakes Naval Base sailors to visit Oak Brook residents for Thanksgiving dinner and asked for volunteers. VILLAGE OF OAK BROOK Minutes Page 1 of 9 October 28, 2003 CALL TO ORDER ROLL CALL ANNOUNCE 3. Trustee Craig commented that his family had two sailors come to their home for Thanksgiving dinner last year and he acknowledged what a rewarding experience it was for his family and he asked residents to volunteer for this. 4. APPROVAL OF MINUTES: MINUTES SPECIAL JOINT MEETING OF THE PRESIDENT AND BOARD OF SPEC JNT MTG - TRUSTEES OF THE VILLAGE OF OAK BROOK AND THE OAK BROOK VOB & OB PK 10- BD OF COMM - 10- PARK DISTRICT BOARD OF COMMISSIONERS OF OCTOBER 8 2003 08 -03 Motion by Trustee Korin, seconded by Trustee Yusuf, to approve the Minutes of the Special Joint Meeting of the President and Board of Trustees of the Village of Oak Brook and the Oak Brook Park District Board of Commissioners of October 8, 2003. VOICE VOTE: Motion carried. REGULAR BOARD OF TRUSTEES MEETING OF OCTOBER 14 2003 REG BD OF TRSTES Motion by Trustee Aktipis, seconded by Trustee Korin, to approve the MTG - 10 -14 -03 Minutes of the Regular Board of Trustees Meeting of October 14, 2003 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. Motion by Trustee Miologos, seconded by Trustee Korin, to approve the Consent Agenda as presented. ROLL CALL VOTE: Ayes: 5 - Trustees Aktipis, Craig, Korin, Miologos and Yusuf. Nays: 0 - None. Absent: 1 - Trustee Caleel. Motion carried. A. APPROVAL OF BILLS - $467,081.29 APVL BLS - $467,081.28 Significant items included above: 1) DuPage Water Commission - $238,363.97 B. APPROVAL OF PAYROLL FOR PAY PERIOD ENDING OCTOBER 11 PYRL - $566,33155 2003 - $566,332.55 C. CHANGE ORDERS: None. D. REFERRALS: None. VILLAGE OF OAK BROOK Minutes Page 2 of 9 October 28, 2003 5 rol 7 E. AUTHORIZATION TO SEEK BIDS OR PROPOSALS OR NEGOTIATE CONTRACTS: None. F. ACCEPT AND PLACE ON FILE — TREASURER'S REPORT OF TREAS RPT - 09 -03 SEPTEMBER, 2003 G. RESOLUTION 2003- AG -TX- PRPTY -EXI -R -860. "A RESOLUTION RES- 03- AG -TX- AUTHORIZING EXECUTION OF CONTRACT — SPORTS PRPTY -EX 1 -R -860 CORE /WESTCHESTER PARK LOTS 1 & 2" ITEMS REMOVED FROM CONSENT AGENDA: None. RMVD c AGNDA BOARD & COMMISSION RECOMMENDATIONS: BD/COMM RECOM A. SHAH — 3308 MIDWEST ROAD — MAP AMENDMENT — REZONE SHAH - 3308 MDWST RD - PROPERTY FROM R -2 TO R -3 REZONE R -2 TO R -3 Plan Commission and Zoning Board of Appeals Recommendations - Map Amendment - The Plan Commission by a vote of 6 to 0, and the Zoning Board of Appeals by a vote of 7 to 0, have recommended approval of the request from Mr. Mehul Shah, who is the owner of the property at 3308 Midwest Road, seeking approval of a map amendment from R -2 to R -3 to accommodate the future subdivision of the property into four lots. The property encompasses approximately 2.81 acres and is presently vacant. 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 a map amendment. In particular, it was found that the amendment is consistent with the zoning of surrounding properties and will not affect the public health, safety and welfare of the neighborhood. Motion by Trustee Aktipis, seconded by Trustee Korin, to concur with the recommendations of the Plan Commission and Zoning Board of Appeals and authorize the Village Attorney to draft the necessary ordinance for final consideration at the November 11, 2003 Board of Trustees' meeting. VOICE VOTE: Motion carried. ACTIVE AGENDA (Items for Final Action): ACTIVE AGENDA A. CONFIRMATION OF APPOINTMENTS: CNFRM APPTS 1) LIBRARY COMMISSION President Quinlan recommended the re- appointment of Melissa Salazar to the Library Commission for a three -year term to expire in May, 2006. Library Liaison Trustee Caleel has recommended this re- appointment. VILLAGE OF OAK BROOK Minutes Page 3 of 9 October 28, 2003 8. A. 1) Motion by Trustee Craig, seconded by Trustee Korin, to concur with President Quinlan's re- appointment of Melissa Salazar to the Library Commission for a three -year term to expire in May, 2006. VOICE VOTE: Motion carried. Melissa Salazar was in attendance of the meeting. B. ORDINANCES & RESOLUTIONS: ORD /RES 1) AN ORDINANCE AMENDING CHAPTERS 2 AND 3 OF THE AMND CHAPS 2 & 3 ZNG ORD - STRCTR ZONING ORDINANCE OF THE VILLAGE OF OAK BROOK HGTS & NATURAL ILLINOIS —STRUCTURE HEIGHTS AND NATURAL GROUND GRND LEVEL LEVEL - TABLED 10 -14 -03 At the October 14, 2003 meeting, the Village Board tabled a proposed ordinance amending a portion of Chapters 2 and 3 of the Zoning Ordinance regarding structure height. Based on comments raised by the Board, some additional language was needed to address issues relative to permitted exceptions to structure height of single - family homes. Staff has reviewed the proposed ordinance with the proposed additions that was discussed at the October 14th meeting, and recommends additional review and modification of the ordinance language. Motion by Trustee Aktipis, seconded by Trustee Korin, to remove from the table the proposed ordinance amending regulations regarding structure height and continue the Ordinance Amending Chapters 2 and 3 of the Zoning Ordinance of the Village of Oak Brook, Illinois — Structure Heights and Natural Ground Level for Staff review and recommendation for final consideration at the November 11, 2003 Board of Trustees' meeting. ROLL CALL VOTE: Ayes: 5 - Trustees Aktipis, Craig, Korin, Miologos and Yusuf. Nays: 0 - None. Absent: 1 - Trustee Caleel. Motion carried. C. AWARD OF CONTRACTS: 1) STATE BID FOR DEICER SALT The Village Board, at the March 11, 2003 meeting approved the Village's participation in the State's Joint Purchasing Program for Deicer Salt. The Village has been notified that the low bid received was from Cargill Incorporated Salt Division in the amount of $29.97 per ton delivered which is the same price as last year. VILLAGE OF OAK BROOK Minutes L� Page 4 of 9 October 28, 2003 AWARD CT ST BD - DEICER SLT 8. C. 1) As part of the contract with the State, the Village is obligated to purchase at least 70% of the requisitioned amount (1,050 tons), and the vendor is obligated to sell us 130% of the requisitioned amount (1,950 tons) at the stated bid price. The vendor is not obligated to honor the contract price for purchases in excess of 130% of the requisitioned amount. The Village uses approximately 1,500 tons during a typical winter season. The requisitioned amount of 1,500 tons plus another 300 tons presently on hand should be sufficient for a normal winter. Additionally, as the Village is on a calendar year budget, funding for our deicer salt needs must be split between to fiscal years, 2003 and 2004. To date, $25,873 has been expensed out of $46,465 budgeted in FY -03. Therefore, any deicer salt purchased during the balance of this year will be charged against FY -03 and any purchases after December 31, 2003 will be included and charged against the FY -04 budget. Motion by Trustee Miologos, seconded by Trustee Aktipis, to authorize a purchase order to be issued to Cargill Incorporated Salt Division for 1,500 tons of highway deicer salt in the amount of $44,995.00, based on the contract unit price of $29.97 per ton delivered. ROLL CALL VOTE: Ayes: 5 - Trustees Aktipis, Craig, Korin, Miologos and Yusu£ Nays: 0 - None. Absent: 1 - Trustee Caleel. Motion carried. D. AMENDMENT TO TITLE 10 — CHAPTER 4, BUILDING AMNDTTLEIO- CHAP 4 - BLDG REGULATIONS — FEES REG - FEES During the 4"' Quarter of 2001, the Board approved a comprehensive amendment to Chapter 10 — Building Regulations which resulted in adoption of a series of updated building codes and fees. The goal of the fee update was to ensure that Oak Brook's fee schedule was in line with 10 neighboring communities and to cover all costs that are incurred by the Village to process new construction activities (permits, plan review and inspections). At that time, the Board directed that the fee schedule be updated each year to ensure the cost recovery goal is met. Consistent with the Board objective to cover Staff costs; the fee schedule applicable to building regulations has been updated. Since estimated 2004 costs will increase by approximately 4 percent and fees were last updated in October 2002, each of the individual fee amounts have been updated by that amount. Some exceptions may be found where rounding was necessary or where the previous fee was found to be insufficient or non - existent (i.e., application fee) to our cover costs. It should also be noted that several modest changes have been made to the schedule to ensure that the fees assessed to new commercial /office buildings are more in line with the fees assessed for an addition or alteration to these building types. VILLAGE OF OAK BROOK Minutes Page 5 of 9 October 28, 2003 I 8. D. Based on the proposed fee schedule, the fees that would be assessed for four different development scenarios are estimated in the following table: Current Proposed Oak Brook Oak Brook Fee Fee Scenario A — New Office Building $25,500 $27,000 (150,000 sq.ft. /$10 mil.) Scenario B — New Retail Building (15,000 sq.ft./$2.5 mil.) $ 6,500 $ 8,000 Scenario C — New Home $ 3,450 $ 3,600 Scenario D — Commercial Alteration $ 4,250 $ 4,475 ($500,000) The revised fee schedule generate additional revenues and provides a mechanism to continue to cover the costs of all Village staff that are involved in the review and approval processes related to new construction. Also, even though the fees associated with a new office or commercial building have increased, the Oak Brook fees continue to be in line with the fees assessed by other nearby communities. Motion by Trustee Aktipis, seconded by Trustee Korin, that the Village Board approve the recommended amendments to the Fee Schedule in Chapter 10 — Building Regulations and authorize the Village Attorney to prepare the necessary ordinance for final consideration at the November 11, 2003 Board of Trustees' meeting. VOICE VOTE: Motion carried. E. MADISON STREET SPEED LIMIT State law establishes the maximum speed limit in an urban district for all vehicles to be 30 MPH. However, the Fullersburg Woods Area Association Board requested that such speed limit along Madison Street be reduced to 25 MPH. State law allows villages to determine a reasonable and safe maximum speed limit but only based upon an engineering or traffic investigation. The required investigation considered (1) whether the request is reasonable and (2) whether the request compares well with the procedures of the DuPage County Division of Transportation. (1) The request is very reasonable for the following reasons: VILLAGE OF OAK BROOK Minutes Page 6 of 9 October 28, 2003 SPD LMIT- MADISON ST 8. E. Driving back and forth along Madison Street at 25 MPH feels appropriate. Several conditions give good cause to drive slower than the posted 30 MPH speed limit including the many entrances, the entrances hidden by brush and trees, the lack of paved shoulders or sidewalks for pedestrians, the significant uphill- and - downhill character and the occasional narrow shoulder that runs along a considerable ditch. Speed measurements taken on two separate days in February on Madison Street indicate a 25 MPH speed limit could be reasonably obeyed by most motorists. The average results for those two days showed that approximately 25 percent of the motorists already do not drive over 27 MPH. The results also showed that approximately 70 percent of the motorists basically obey the posted speed limit by not driving over 32 MPH. 25 MPH is the posted speed limit for both streets used to access the half - mile Village length of Madison Street. These streets are Spring Road to the north and the half -mile Hinsdale length of Madison Street to the south. (2) The request satisfies the procedures of the DuPage County Division of Transportation. The DuPage County Division of Transportation established a policy in 1990 called the "Alternate Criteria for Selecting Speed Limits in Altered Speed Zones on Low Volume Residential Streets ". This policy governs only county highways and township streets and does not govern Village streets. However, it does provide an important comparison tool. DuPage uses this policy for residential neighborhoods with a statutory 30 MPH speed limit. Per the policy, the 30 MPH speed limit may be reduced to 25 MPH based upon individual speed reductions related to conditions of the street. The total of the individual speed reductions must be at least 15 percent of the 30 MPH speed limit to justify the reduced speed. For Madison Street, the policy allows the 30 MPH speed limit to be reduced by 10 percent since the driveways are spaced less than 100 feet apart and allows another 10 percent speed reduction since no sidewalks are provided. Thus, for example, the DuPage County Board could approve an ordinance reducing the speed limit to 25 MPH along Madison Street if it was a township street based upon the use of this policy. VILLAGE OF OAK BROOK Minutes Page 7 of 9 October 28, 2003 8. E. Motion by Trustee Miologos, seconded by Trustee Korin, to concur with the recommended reduction of the speed limit of Madison Street from 30 MPH to 25 MPH and direct the Village Attorney to prepare the appropriate ordinance for final consideration at the November 11, 2003 Board of Trustees' meeting. VOICE VOTE: Motion carried. 9. INFORMATION & UPDATES: INFO & UPDATES A. VILLAGE PRESIDENT: VLLG PRES President Quinlan asked if the newspapers would note the Take Care of Business Day in Oak Brook is scheduled for this Thursday at the Oak Brook Bath & Tennis Club. B. VILLAGE MANAGER: VLLG MGR Manager Boehm stated that all high rise buildings in Oak Brook have full sprinkler systems, exit stairwells are pressurized for smoke free egress. He appreciated that the Fire Department has insured that the Village of Oak Brook has been at the forefront of fire safety since the early 70's C. VILLAGE CLERK: VLLG cLx Clerk Gonnella reminded residents of the Taking Care of Business Day scheduled for Thursday, October 30`" at the Oak Brook Bath & Tennis Club. Residents may apply for a passport that day. They are required to bring two passport photographs and a certified birth certificate for processing. 10. ADJOURNMENT: AD'RN Motion by Trustee Aktipis, seconded by Trustee Yusuf, to adjourn the regular meeting at 7:55 p.m. to a closed meeting to discuss minutes of meetings, lawfully closed under the Open Meetings Act, whether for the purpose of approval by the body of the minutes, or for semi - annual review of the minutes as required by the Open Meetings Act and selection of a person to fill a public office, including a vacancy in a public office, when the public body is given the power to appoint under law or ordinance. ROLL CALL VOTE: Ayes: 5 - Trustees Aktipis, Craig, Korin, Miologos and Yusuf Nays: 0 - None. Absent: 1 - Trustee Caleel. Motion carried. Motion by Trustee Craig, seconded by Trustee Yusuf, to adjourn the regular meeting at 8:45 p.m. VOICE VOTE: Motion carried. VILLAGE OF OAK BROOK Minutes Page 8 of 9 October 28, 2003 01 ATTEST: Lin a K. Go ella, CMC Village Clerk VILLAGE OF OAK BROOK Minutes Page 9 of 9 October 28, 2003 Nw.