Minutes - 11/09/1999 - Board of TrusteesI
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VILLAGE OF . OAK BROOK Minutes
NOVEMBER 09, 1. 99 UNOFFICIAL UNTIL
APPROVED AS WRITTEN _ OR AS AMENDED ✓_
BY
VILLAGE BOARD ON
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.
ROLL CALL: ROLL CALL
The Village Clerk called the roll with the following persons
PRESENT: President Bushy, Trustees Butler, Caleel, Craig and Savino.
ABSENT: Trustees Kenny and McInerney.
IN ATTENDANCE: Stephen B. Veitch, Village Manager; Michael A. Crotty,
Assistant Village Manager; Dale L. Durfey, Jr., Village Engineer; Robert L.
Kallien, Jr., Community Development Director; Richard A. Martens, Village
Attorney; Michael J. Meranda, Public Works Director; Trey VanDyke, Golf
Club Manager and Capt. Mark Fleishman, Fire Department.
ANNOUNCEMENTS & OPEN FORUM: ANNOUNCEMENT
OPEN FORUNI
Assistant Manager Crotty introduced Hinsdale Central High School student,
James Wu, to the Village Board. He is working on a project for student
government and he will observe several of the Board meetings and tour the
Village departments for a better understanding of local government and its
operations.
APPROVAL OF MINUTES: MINUTES
Motion by Trustee Caleel, seconded by Trustee Craig, to approve the minutes
of the Regular Meeting of October 26, 1999, as presented 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
VILLAGE OF OAK BROOK Minutes
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removed from the Omnibus Agenda and considered as the first item after
approval of the Omnibus Agenda.
Motion by Trustee Savino, seconded by Trustee Caleel, to approve the
Omnibus Agenda. ROLL CALL VOTE:
Ayes: 4 - Trustees Butler, Caleel, Craig, and Savino.
Nays: 0 - None.
Absent: 2 - Trustees Kenny and McInerney. Motion carried.
APPROVAL OF:
A. APPROVAL OF BILLS: Approved Omnibus Vote. BILLS —
S 1,036,193 19
B. APPROVAL OF PAYROLL FOR PAY PERIOD ENDING PAYROLL—
OCTOBER 30,1999: Approved Omnibus Vote. S364,414.36 (gross)
C. CHANGE ORDERS:
1) CHANGE ORDER #2 — PUBLIC WORKS HEATING & PUBLIC WORKS
VENTILATION MODIFICATION PROJECT: Approved HEAT & VENT
Omnibus Vote. MOD. PROJ
D. PAYOUTS:
1) JAMES J. BENES & ASSOCIATES INC. — PAYOUT #1 - 2000 2000 PAVING
PAVING PROJECT - $5,364.69: Approved Omnibus Vote. PROJECT
2) JAMES J. BENES & ASSOCIATES INC. — PAYOUT # 13 — 1999 PAVING
1999 PAVING PROJECT - $12,302.22: Approved Omnibus PROJECT
Vote.
3) HALLORAN & YAUCH — PAYOUT #3 — GOLF COURSE GOLF COURSE
IRRIGATION SYSTEM * REPLACEMENT - $87,512.40: IRRIGATION
Approved Omnibus Vote. SYSTEM
4) BARTLETT HEATING & AIR CONDITIONING — PAYOUT #3 PW HEAT &
— PUBLIC WORKS HEATING AND VENTILATION VENT. MOD.
MODIFICATION PROJECT - $25,343.61: Approved Omnibus PROJECT
Vote.
5) RB ENTERPRISES, INC. — PAYOUT #1 & FINAL — SAFETY SAFETY PATH
PATHWAY SLURRY SEAL PROJECT - $19,296.00: Approved SLURRY SEAL
Omnibus Vote. PROJECT
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6) CAROW ARCHITECTS PLANNERS — PAYOUT #9 - LIBRARY
LIBRARY DESIGN - $32,551-58: Approved Omnibus Vote. DESIGN
7) CALLAGHAN PAVING INC. —PAYOUT #4 —1999 PAVING 1999 PAV. &
& WATER MAIN PROJECT - 1545.191.39: Approved Omnibus WATER MAIN
Vote. PROJECT
E. REFERRALS: None.
F. AUTHORIZATION TO SEEK BIDS OR PROPOSALS:
1) REPLACE EMERGENCY GENERATOR — FIRE
DEPARTMENT: Approved Omnibus Vote.
EMERGENCY
GENERATOR
2) RESURFACE APPARATUS FLOOR — FIRE DEPARTMENT:
Approved Omnibus Vote.
APPARATUS
FLOOR
G. AMENDMENT DECLARATION TO BEAR MANOR
STORMWATER COVENANT — 2803 OAK BROOK ROAD:
Approved Omnibus Vote.
AMEND DECI..
NEAR MANOR
STRM WTR COV.
H. APPROVAL OF MELISSA'S ASSESSMENT PLAT -- 3404
ADAMS ROAD: Approved Omnibus Vote.
MELISSA'S
ASSESS. PLAT
6. ITEMS REMOVED FROM OMNIBUS AGENDA: None.
7. ACTIVE AGENDA (Items For Final Action):
A. APPOINTMENTS: No Business.
B. ORDINANCES & RESOLUTIONS: No Business.
C. AWARD OF CONTRACTS: No Business.
D. CANCELLATION OF THE DECEMBER 27 1999 COMMITTEE -
OF- THE -WHOLE AND DECEMBER 28 1999 VILLAGE BOARD
MEETINGS:
It has been traditional for the regular Village Board meeting
scheduled for the fourth week of December to be canceled due to the
Christmas/New Year's holidays.
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CANCEL I30 "r
& COW NITG.
S.
Since the Committee -of- the -Whole meeting now precedes this Board
meeting, it is recommended that the Village Board cancel both the
December 27, 1999 Committee -of -the -Whole and the December 28,
1999 Village Board meetings this year.
Motion by Trustee Savino, seconded by Trustee Caleel, to cancel the
December 27, 1999 Committee -of -the -Whole meeting and the
December 28, 1999 regular Village Board meeting. VOICE VOTE:
Motion carried.
E. PROPOSED 2000 MUNICIPAL BUDGET — PLACE ON FILE FOR 2000 MUN.
PUBLIC REVIEW: BUMET
The proposed 2000 Municipal Budget has been prepared and
distributed to members of the Board.
The Budget is scheduled to be placed on file for public inspection on
November 9, 1999 and reviewed by the Village Board at its annual
Budget Workshop meeting on Saturday, December 4, 1999. The
Board is scheduled to hold the required public hearing and consider
adoption of the 2000 Budget on December 14, 1999.
Motion by Trustee Caleel, seconded by Trustee Savino, to place the
Village of Oak Brook 2000 Municipal Budget on file for public
inspection. VOICE VOTE: Motion carried.
INFORMATION & UPDATES: INFO & UVDATF-
A. VILLAGE PRESIDENT: VILLAGE PRES.
Illinois Attorney General's Office is sponsoring a seminar on
Tuesday, November 16, 1999 at the Village Hall of Lombard at 6:00
p.m. The seminar involves discussion of the Open Meetings Act,
Freedom of Information Act and the State Gift Ban Act. Anyone is
welcome to attend this free seminar.
As a member of the Economic Development Committee,
Metropolitan Mayors Caucus, the Committee is meeting tomorrow
and they are close to completing a proposal for legislation that will be
presented to the Governor's Office on behalf of the six county
metropolitan area concerning the enhancement of economic
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development in this region. The Board members will receive copies
of that information when it is available.
B. VILLAGE MANAGER: VILLAGE MGR.
As DuPage County's delegate to the Commonwealth Edison Task
Force, Metropolitan Mayors Caucus, who met last week in their
continued efforts in developing draft language for legislative
proposals that will be recommended to the Caucus as part of the
legislative program for the spring session. Their concern is to
strengthen the Illinois Commerce Commission's enforcement
authority with respect to reliability regulations and eliminate the
30,000 customer threshold for damage compensation from outages.
Once the materials are available, the Board will receive copies of their
proposals.
DEPARTMENTAL REPORTS — LIAISON ASSIGNMENTS: DEPT RPTS:
LIAISON
Community Development: Trustee Savino — Commercial Development — ASSIGN.
700 Commerce — Construction continues on this five -story 200,000 square foot
building. Work on the exterior shell is the next phase of construction.
2001 York Road — The exterior of this 180,000 square foot building has been
completed. Current construction relates to the building interior, and for the
footings and foundation for the tunnel connecting the parking deck to the
building. The foundation for the parking deck is also underway.
Residential Development — One new home permit has been issued for the
home demolished at 3 Shelburne Drive.
One new home permit was issued at 28 Forest Gate Circle, bringing the total
number of permits issued in Forest Gate to four new homes and one for the
gate /guard house. Foundations have been poured for all five structures and
framing has begun on the home at 30 Forest Gate Circle. Work has been
completed on the perimeter retaining wall while site utilities are still underway.
Plan Comm ission/ZBA/Assessment Plats — There have been no new petitions
filed.
Special Projects — Staff met with representatives of Hines who own the
building under construction at 700 Commerce to discuss traffic and access
issues relating to their current access out onto Harger Road. Hines will send a
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letter to all of the homeowners in the Steeplechase Subdivision summarizing
their site plans and how they will manage the remainder of the project.
Staff continues its work to draft a property maintenance code and forward it to
the Board of,Trustees before the end of the year.
Cable Television: - Trustee Savino — TCI franchise fee of $1,062.33 was
received for the month of June. For last quarter, ending September 30, 1999,
the Village received from AT &T $3,234.01.
Finance, Information Services & Purchasin : Trustee Caleel — Finance —
The preparation of the 2000 Municipal Budget occupied most of the
Department's time during October, 1999. The budget was placed on file for
public inspection on November 9, 1999. The budget workshop is scheduled
for Saturday December 4, 1999, with formal consideration of the budget
anticipated on December 14, 1999.
Information Services Department — The Village's Technology Plan, for the
years 2000 to 2004, has been distributed to the Board. This * document,
previously received and placed on file at the Village Board meeting of July 27,
1999, is the Village's planning document for technology projects for both the
upcoming 2000 budget and the following four years. While reviewing the
2000 Budget, reference can be made to the Technology Plan for a more
complete description of each technology project.
The Village received our final shipment of PC's for this year's equipment
replacement program. Although last year we were able to distribute the surplus
PC's to a local school district, only one district is interested this year, as most
school equipment is newer than what we are offering. We have expanded our
efforts to other districts and non - profit groups including churches. The
remaining equipment will be recycled or disposed.
Y2K upgrades to PC's and network systems are complete, with final testing to
be completed in November. The final Y2K project to replace the current
gateway to the County (for Police access to records) will be completed in
November.
Purchasing Department — Projects worked on this past month include the 2000
paving project, Timber Trails/Merry Lane drainage study, banking services,
ambulance billing services, thermal imaging camera, speed sign board, heavy
rescue equipment, computer projection unit, uniform rental, pool deck
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replacement, alphanumeric pagers, golf carts, and the disposition of surplus
property.
Inter -governmental Relations: No report given.
Library & Community Events: Trustee Butler — Library —
Staff is working with our architects designing the service desks in the Library.
(Service desks include the circulation, reference and youth services desks.)
The Library's Opera Talk series in cooperation with the Lyric Opera of
Chicago continues on Thursday, November 11, 1999, with Joan Krengel's
discussion of Johann Strauss, Jr.'s Die Fledernraus. This program is open to
all and will be held in the Samuel E. Dean Boardroom at 7:30 p.m.
Oak Brook author, William E. Duff, will present his book talk on his new
book, A Time for Spies, on Thursday, November 18, 1999 at 7:30 p.m. in the
Samuel E. Dean Boardroom. This program is open to all and promises to be of
special interest to history buffs, students and anyone interested in the Cold War
and the Soviet Union. Call the Library at 990 -2222 for additional information
on either of the adult programs offered this November.
Children's story times continue through November 18, 1999. After a
Thanksgiving break, there will be three weeks of programs in December
celebrating the various holidays of the month. Call the Youth Services
department at 990 -2222 for details.
Staff is preparing far -the advent of VIC, the Virtual Illinois Catalog, which is
the new electronic catalog for libraries in our state. It is anticipated that when
this is "up" and running smoothly, it will eliminate the vast majority of
paperwork for interlibrary loans.
Library staff participated in training programs this month involving electronic
acquisitions, library technology, copyright in libraries, genealogy reference and
reader's advisory. The Illinois Library Association held its annual conference
during October. Staff focused on human resources and technology
management.
Fright Night was well attended with more than 60 children and adults enjoying
the evening. The Youth Services American Tea & Crafts and Harry Potter
groups are filled with efforts being made to find ways to increase participation
opportunities.
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Public Safety: Village Manager Veitch — Police Department —
Citizen Police Academy Graduation: On Thursday, October 28, 1999, the
Citizen police Academy graduation was held at the Oak Brook Bath and
Tennis Club. President Bushy and Fire and Police Commissioner Chairman
Sanford each gave a short congratulatory speech to the graduates. The overall
rating of this CPA class by the participants was excellent.
The Greater Chicago Weapon Turn In Month: Six guns and over 20 boxes of
various types of ammunition were turned in. Each person who turned in a
weapon received a coffee mug which stated "I GAVE THE GIFT OF
SAFETY."
Police Lieutenant Retires After 21 Years of Service: Lt. Anthony M. Coniglio,
a twenty -one year veteran of the Oak Brook Police Department announced his
retirement effective, November 5, 1999. There was a reception for Lt.
Coniglio on Thursday, November 4, 1999.
Fire Department — For the month of October, 1999 Fire Rescue calls totaled
80, with Mutual Aid given two (2) times and received six (6) times.
Ambulance calls totaled 77, with Mutual Aid given three (3) times and
received five (5) times. Fire Prevention contacts included 79 Fire Inspections,
20 Call Back Inspections and 57 Alarm System Tests.
Significant Emergency Incidents: On October 15, 1999 the Oak Brook rescue
units responded to a call for a vehicle in the pond at Oak Brook Bank. This is
the second incident in three months in which a vehicle that was parked in the
short -term lot, rolled back down into .the pond. Since this area is designated
parking for brief banking transactions, it is possible that passengers (e.g.
children or elderly) may wait inside the vehicle. Accordingly, we have
requested that the bank install guardrails at this site.
On October 21, 1999, Oak Brook Fire units responded to a non - emergency call
in York Woods for a resident who was experiencing a furnace problem. The
homeowner had originally gone to the Police Department to ask if someone
could re -light their furnace, since they were not able to get it running. Once on
the scene, fire crews noticed that the furnace was installed improperly, creating
a negative pressure. They also found exhaust gases leaking from the furnace
into the house. The furnace was shut down and a service man was called the
next morning.
Public Safety Education: On October 2, 1999, the third annual Fire Prevention
Open House at Fire Station #1 helped to kick off this very important time of
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the year. The inclement weather did not dampen the spirits of the 125 people
who attended.
The Fire Department also conducted fire safety classes and activities for 460
children at the grade school and all preschools in Oak Brook during October.
Four CPR classes were conducted certifying 33 people. Blood pressure
screening was given to 26 people at the Oak Brook Club. '
Public Works & Engineering: Trustee Craig — Engineering Department
1999 Paving and Water Main Project — 99% of the sod restoration is complete
in Yorkshire Woods. The paving of Commerce Drive, McDonald's Drive and
Clearwater Drive is also complete.
1999 Safety Pathway Project — Work should have started on November 1, 1999
but the contractor was not ready. Work should now commence on November
8, 1999. The project should be done by late November.
Forest Gate Subdivision — Substantially all of the water mains, sanitary sewers
and storm sewers have been installed and most of the mass grading has been
accomplished. Installation of the bicycle path should proceed soon along
Forest Gate Road. Work is continuing on the four residential building permits
and the guard house.
2000 Paving Project — A meeting with the Woodside Estates residents was held
October 27, 1999 in which the residents concluded that the asphalt pavement
should be 20 feet wide (it currently averages about 19 feet) and the concrete
shoulders should be three feet wide. Design is now proceeding based on these
criteria.
Public Works = Street Division — Other than a few miscellaneous items,
(replacement of a curb inlet, hauling spoil to the landfill, and
instal lation/replacement of various street signs) the entire street division has
been engaged with our leaf collection program. Notwithstanding the large
year -to -date volume increase of leaves collected from last year, we remain on
schedule.
Water Division — With the ongoing proliferation of telecommunications pipe -
laying contractors working in near proximity to village water mains, (in both
State and Village right -of -ways) a tremendous amount of time has been spent
locating our facilities and monitoring the progress of these contractors.
Additionally, crews have been busy replacing water meters, and repairing
water main breaks. For the year, we have experienced 62 water main breaks
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(11 occurred in October — a record for the month) compared to 26 for the same
period last year. If a frequency of water main breaks continue, we stand a good
chance of breaking the record of 85 breaks we experienced in 1994. As with
snow accumulation, this is not the kind of record we look forward to.
Historically, we average approximately 60 breaks per year.
Village Clerk: Clerk Gonnella — The Village Clerk and Deputy Clerk attended
the Municipal Clerks of Illinois Institute and Academy for a week- in
Springfield. Attended workshops on- Records Management, the Freedom of
Information Act by the Illinois Attorney General's Office and ergonomics at
the work station. All three sessions were extremely beneficial and materials
received from the seminars have been shared with our staff. The Attorney
General has scheduled training seminars for municipal officials throughout the
state addressing the Freedom of Information Act, the Open Meetings Act and
the recent State Gift Ban Act. The Deputy Clerk, Records Management Clerk
and the Village Clerk will be attending this seminar next week in Lombard as
Municipal Clerks are very concerned with the proposed legislative changes
Attorney General Ryan has suggested for the Freedom of Information Act.
The Village Clerk was recently elected to the Municipal Clerks of Illinois
Institute Training Committee. Lucille Zucchero, Village Clerk of Addison,
also representing Municipal Clerks of DuPage County, was elected to this
Committee. This Committee works with Northern Illinois University in
developing the seminars for our annual Institute and Academy seminars in
Springfield.
Last week the Village Clerk attended the annual pension seminar of the Illinois
Professional Firefighters Association. The Department of Insurance gave a
seminar on the key elements of an Investment Policy with seminars on the Gift
Ban Act, ethics ordinances and the pension benefit changes of Senate Bill 856.
Village President: President Bushy — Bath & Tennis Club —
The pool deck replacement project began on November 3, 1999. At this point,
the current deck is being removed.
The Halloween Party held on October 29, 1999 was attended by approximately
325 guests. Reservations were closed on the previous Thursday due to the
large response. Favorites included the storyteller, hayrides, and the exotic
animal zoo, particularly the python.
The annual Holiday Extravaganza with Santa will be held on Sunday,
December 12, 1999. The brunch will feature both some old favorites and some
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new adventures for those in attendance. Reservations will open on November
18, 1999.
Golf Club — As of year -to -date, rounds of golf played, has declined by $3,044
from last year: green fees, has declined by $9,030 from last year; cart fees, has
declined by $11,488 from last year; driving range fees, has declined by $8,901
from last year; lounge sales, has declined by $30,914 from last year; and pro
shop sales, has declined by $77,128 from last year.
There was a lovely reception dinner for the members, thanking them for
dealing with the construction of the Clubhouse during the playing season.
Homeowners' Association Presidents - President Bushy will be meeting with
Homeowners' Association Presidents. She will be discussing the census with
the Presidents regarding the complete count efforts. A Complete Count
Committee is to be formed and it is hopeful that the Homeowner's Presidents
will volunteer for this. .
Y2K — We will continue working on this project with finalizing details of the
plan and working with major corporations.
Timber Trails — Staff is working with the Timber Trails Property
Homeowner's Association to determine if they wish the concrete ribbons as a
road shoulder finish when the Village repaves the roads in their subdivision.
President Bushy informed residents that they may contact our Police
Department if they wish to have any guns removed from their home.
10. UNFINISHED AND NEW BUSINESS (Final Action Not Anticipated):
A. DISCUSSION — AMENDMENTS TO CHAPTER 14 VILLAGE
RECREATIONAL FACILITIES (SPORTS CORE ORDINANCE):
The Village Board reviews, amends and restates the ordinance that
governs the Sports Core (Chapter 14 of the Code — "Village
Recreational Facilities ") each fall, after the conclusion of the summer
season and in corijunction with the new Five -Year Financial Plan.
The draft ordinance includes numerous minor changes to update
information and improve wording. The only truly substantive
changes are found at the following places in the ordinance:
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SPORT CORE
Sec. 14 -12 (c) and (d). Golf greens fees and membership fees have
been adjusted per the 2000 -2004 Five -Year Financial Plan. (Page 4)
Sec. 14 -13 (b). Bath and Tennis Club membership fees have not been
changed, pursuant to the Board's decision in connection with the
Five -Year Financial Plan, but a new Corporate Resident status has
been added in all appropriate membership classes. (Pages 8 and 9)
The ordinance has been placed on the November 9, 1999 agenda as
new business. Subject to comments from the Board, the Village
Manager recommends that it be placed on the active agenda for
November 23, 1999.
Motion by Trustee Caleel, seconded by Trustee Craig, to place the
Sports Core Ordinance on the active agenda of the regular Village
Board meeting of November 23, 1999. VOICE VOTE. Motion
carried.
11. OTHER BUSINESS PERTAINING TO VILLAGE OPERATIONS: No
Business.
12. ADJOURNMENT:
Motion by Trustee Caleel, seconded by Trustee Craig, to' adjourn the meeting
at 8:18 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. onnella, CMC /AAE
Village Clerk
BOT110999
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