Minutes - 11/12/2002 - Board of TrusteesMINUTES OF THE NOVEMBER 12, 2002 REGULAR
MEETING OF THE PRESIDENT AND BOARD OF
TRUSTEES OF THE VILLAGE OF OAK BROOK
APPROVED AS WRITTEN ON DECEMBER 10, 2002.
CALL, TO ORDER: CALL TO ORDER
The Regular Meeting of the Village Board of Trustees was called to order by
President Bushy in the Samuel E. Dean Board Room of the Village Commons
at 7:32 p.m. The Pledge of Allegiance was given.
2. ROLL CALL: ROLL CALL
Village Clerk Linda Gonnella called the roll with the following persons
PRESENT: President Karen M. Bushy, Trustees Stelios Aktipis, George T.
Caleel, John W. Craig, Susan Chase Korin and Elaine Miologos.
ABSENT: None.
Trustee Savino entered the meeting at 7:42 p.m.
IN ATTENDANCE: Michael A. Crotty, Acting Village Manager; Dale L.
Durfey, Jr., Village Engineer; Debra J. Jarvis, Fire Chief, Bruce
F. Kapff, Director of Information Services & Purchasing; Robert
L. Kallien, Jr., Director of Community Development; Richard A.
Martens, Village Attorney; Ruth A. Martin, Library Director and
Alice Filinovich, Accounting Manager.
ANNOUNCEMENTS AND OPEN FORUM:
Trustee Craig acknowledged that his wife was severely injured on October 10`h
and he read a letter from his wife thanking the Village for the floral
arrangement, the many get well cards and support during this difficult time. He
also thanked the Police Department and Fire Department for their efforts in
getting his wife to a special trauma hospital for her severe injuries.
President Bushy announced that due to the renovation of the Police Department
the press agenda packets of the Village Board meetings will be available during
regular business hours, 8:30 a.m. to 5:00 p.m., at the reception area or will be
placed on the press table in the Samuel E. Dean Board Room at the time of the
meeting.
President Bushy further announced that the HVAC system in the older section
of the Village Hall will be shut off for the next 60 to 90 days.
Contractors are working with the Village staff to coordinate temporary heating
and perimeter heating.
VILLAGE OF OAK BROOK Minutes Page 1 of 18 November 12, 2002
ANNOUNCE
3. As a result, the Village Board meetings may have to be relocated to the new
Library if the Samuel E. Dean Board Room is uninhabitable during this
process. The Police Department has temporarily moved to the old Library
building during the renovation of the current building.
4. APPROVAL OF MINUTES: MINUTES
Motion by Trustee Caleel, seconded by Trustee Aktipis, to approve the Minutes REG MTC - 10/8/02
of the Regular Board of Trustees Meeting of October 8, 2002 as presented and
waive the full reading thereof. VOICE VOTE: Motion carried.
5. CONSENT AGENDA: c AGENDA
All items on the Consent Agenda are considered to be routine in nature and will
be enacted in one motion.
Trustee Korin asked that agenda items 5A.6) Harbour Contractors, Inc. - Payout
# 21 - Municipal Building Project - $189,390.16 and 5.E.2) High Volume
Copier Replacement - Administration Department be removed for further
discussion.
Motion by Trustee Caleel, seconded by Trustee Korin, to approve the Consent
Agenda as amended and that the Board has determined that the circumstances
necessitating the change orders were not reasonably foreseeable at the time the
contract was signed and that the change orders are in the best interest of the
Village and are authorized by law. ROLL CALL VOTE:
Ayes: 6 - Trustees Aktipis, Caleel, Craig, Korin, Miologos and Savino.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
A. APPROVAL OF BILLS - $672,273.21 BILLS - $672,273.21
Significant items included above:
1) Civiltech Engineering, Inc. - Payout #2 - 31St Street Bicycle/Pedestrian
Path Phase II - $28,792.43
2) Civiltech Engineering, Inc. - Payout #3 - 31St Street Bicycle /Pedestrian
Path Phase II - $34,868.14
3) Lemont Paving Company - Payout #2 - 2000 Safety Pathway -
$28,750.92
4) Prime Construction - Payout # 1 - 2002 Drainage Project - $23,805.00
5) Knoll, Inc. - Payout #2 and Final - Library Building Project - $7,119.35
6) Harbour Contractors, Inc. - Payout # 21 - Municipal Building Project - REMOVED
$189,390.16
VILLAGE OF OAK BROOK Minutes Page 2 of 18 November 12, 2002
6
5
0
B. APPROVAL OF PAYROLL FOR PAY PERIOD ENDING OCTOBER 26, PYRL - S493,7I4.88
2002 - $493,714.88
C. CHANGE ORDERS:
1) CHANGE ORDERS #86 #89 #93 #94 AND #100 - MUNICIPAL MCP - CHNG ORD
BUILDING PROJECT - ($4,500) - REVISED TOTAL CONTRACT 86, 89, 93, 94 & 100
AMOUNT - $8,158,877
D. REFERRALS: None
E. AUTHORIZATION TO SEEK BIDS OR PROPOSALS OR NEGOTIATE
CONTRACTS:
1) RFP - COMPUTER MAINTENANCE - LIBRARY
2) HIGH VOLUME COPIER REPLACEMENT - ADMINISTRATION
DEPARTMENT
F. PROPOSED 2003 MUNICIPAL BUDGET - PLACE ON FILE FOR
PUBLIC REVIEW
ITEMS REMOVED FROM CONSENT AGENDA:
BIDS, PROP, NEG
CONT
RFP - LIB COMP
MAINT
REMOVED
PLC ON PILE -PUB
RV W - PROP 2003
BUDG
RMVDC AGNDA
5. A. 6) HARBOUR CONTRACTORS, INC. - PAYOUT # 21 - MUNICIPAL PYOUT #21 MCP -
BUILDING PROJECT - $189,390.16 INc BoUR coNTR,
Trustee Korin had asked that this agenda item be removed for
discussion. She voiced her concern about the problems with Harbour
Contractors and the Library Building Project that have been unresolved
for a lengthy time. She felt that the issues should be resolved by the end
of the year and that the Village should not continue any payouts.
Attorney Martens explained that the Library Building Project is a totally
different contract and we would not be able to hold payouts for a
separate contract.
Manager Crotty explained additional issues with the Library Building
Project and how we might use those issues to resolve the contract
problems. Trustee Savino agreed with Manager Crotty to keep the two
contracts separate and hold back any further payouts for the Library
Proj ect.
VILLAGE OF OAK BROOK Minutes Page 3 of 18 November 12, 2002
0
7
5. A. 6) Motion by Trustee Korin, seconded by Trustee Aktipis, to authorize
Harbour Contractors, Inc. Payout #21 for the Municipal Building Project
in the amount of $189,390.16. ROLL CALL VOTE.
Ayes: 6 - Trustees Aktipis, Caleel, Craig, Korin, Miologos and Savino
Nays: 0 - None
Absent: 0 - None. Motion carried.
5. E. 2) HIGH VOLUME COPIER REPLACEMENT - ADMINISTRATION RFP - ADM IN
DEPARTMENT COPIER
Trustee Korin asked if staff had researched leasing rather than
purchasing a copier to alleviate cash flow problems. Purchasing
Director Kapff responded that this was being brought to the Board for
approval to prepare a Request For Proposals and that option would be
part of the RFP. He indicated that the Finance Department would run
all of the numbers and provide advise as to cost effectiveness of the
proposed bids and then a recommendation would be brought back for
Board approval.
Motion by Trustee Korin, seconded by Trustee Aktipis, to authorize
staff to seek proposals for a high volume copier replacement in the
administration department. ROLL CALL VOTE:
Ayes: 6 - Trustees Aktipis, Caleel, Craig, Korin, Miologos and Savino
Nays: 0 - None
Absent: 0 - None. Motion carried.
BOARD & COMMISSION RECOMMENDATIONS: BD /COMM RECOM
A. RECOMMENDATION - TEXT AMENDMENTS - TITLE 14 OF THE TxT AMND - TITLE
14 -REV SUBD
VILLAGE CODE - REVISIONS TO THE SUBDIVISION REc
REGULATIONS
Plan Commission Recommendation
Text Amendments — The Plan Commission at its meeting on April 15, 2002,
voted 6 to 0, recommending approval of the request from the Village of Oak
Brook for text amendments to Title 14 — Subdivision Regulations.
Prior to forwarding this amendment to the Plan Commission, a review
committee consisting of Village Manager Veitch, Village Attorney Martens,
Village Engineer Durfey and Community Development Director Kallien
met regularly to review and recommend changes to the Subdivision
Regulations. The majority of the proposed amendments are general in
nature, which clarify conflicting and /or vague terminology.
VILLAGE OF OAK BROOK Minutes
L�
Page 4 of 18 November 12, 2002
7
A.
The Plan Commission recommends approval of all the proposed changes,
which eliminates conflicting and/or vague terminology, which ultimately
enhances administration of the Ordinance. In making these
recommendations, the Commission found that the Village as the petitioner
has satisfactorily addressed the applicable factors for approval of text
amendments.
Motion by Trustee Savino, seconded by Trustee Aktipis, to concur with the
recommendation of the Plan Commission for text amendments to Title 14 -
Subdivision Regulations and authorize the Village Attorney to draft the
necessary ordinance for final consideration at the Village Board meeting of
November 26, 2002. VOICE VOTE: Motion carried.
ACTIVE AGENDA (Items for Final Action):
A. CONFIRMATION OF APPOINTMENTS:
1) PLAN COMMISSION
Plan Commission - 3 Year Terms
Trustee Al Savino, Chairwoman Lexi Payovich, Chairman Champ Davis
and Staff Liaison Bob Kallien visited with the potential candidates to fill
vacancies in the Plan Commission offer the following appointments.
1. The appointment of Gerald Wolin to fill the expired term of Stelios
Aktipis (term expired May, 2002) with his term expiring May, 2005.
2. The appointment of Jeff Bulin to fill the unexpired term of Stephen
Allen (resigned 8- 28 -01), with his term expiring May, 2004.
3. The appointment of Marcia Tropinski to fill the expired term of
Anthony Tappin (term expired May, 2002), with her term expiring
May, 2005.
4. The appointment of David Braune to fill the expired term of Samuel
Girgis (term expired May, 2002), with his term expiring May, 2005.
Trustee Miologos asked if a member of the Board of Trustees, the
Chairman of the Plan Commission and the Chairman of the Zoning
Board of Appeals met to interview candidates to fill vacant positions
whether a Public Notice would be required.
VILLAGE OF OAK BROOK Minutes Page 5 of 18 November 12, 2002
ACTIVE AGENDA
APPOINTMENTS
PLAN COMMISSION
8. A. 1)
Village Attorney Martens stated that that the meeting was within the law
because they were from different bodies of the municipality. He added
that if it was a subcommittee charged with interviewing candidates, it
would be required to post the meeting, but that the interviews could be
done in a closed session if a majority of the members wished to do so.
President Bushy acknowledged Mr. Wolin and Mrs. Tropinski were in
attendance at the meeting. She also acknowledged Mr. Young was in
attendance at the meeting.
Motion by Trustee Savino, seconded by Trustee Aktipis, to concur with
the recommendation of the Plan Commission and appoint to the Plan
Commission for three -year terms: Gerald Wolin with a term to expire
May, 2005; Jeff Bulin with a term to expire May, 2004; Marcia
Tropinski with a term to expire May, 2005 and David Braune with a
term to expire May, 2005. VOICE VOTE: Motion carried.
2) ZONING BOARD OF APPEALS
Trustee Al Savino, Chairwoman Lexi Payovich, Chairman Champ Davis
and Staff Liaison Bob Kallien visited with the potential candidates to fill
the vacancies in the Zoning Board of Appeals and are pleased to offer
the following appointments and re- appointments.
Zoning Board of Appeals - 5 Year Terms
1. The appointment of Steven Young to fill the vacant position left by
Paul Adrian (appointed to Plan Commission 10- 23 -01). Mr.
Young's term will expire November, 2005.
2. The appointment of Robert Sanford to fill the expired term of Louis
Aldini (term expires November, 2002) with his term expiring
November, 2007.
3. The reappointment of Richard Ascher (term expired November,
2001), with his term expiring November, 2006.
4. The reappointment of Manu Shah (term expired November, 2001),
with his term expiring November, 2006.
VILLAGE OF OAK BROOK Minutes Page 6 of 18 November 12, 2002
In
ZONING 13D OF
APLS
8. A. 2)
Motion by Trustee Aktipis, seconded by Trustee Savino, to concur with
the recommendation of the Zoning Board of Appeals to appoint and
reappoint to the Zoning Board of Appeals for five -year terms: appoint
Steven Young with a term to expire November, 2005; appoint Robert
Sanford with a term to expire November, 2007; reappoint Richard
Ascher with a term to expire November, 2006 and reappoint Manu Shah
with a term to expire November, 2006. VOICE VOTE: Motion carried.
3) OAK BROOK HOTEL CONVENTION AND VISITORS OB HTL, CONV &
COMMITTEE VIS CTE
President Bushy offers the name of Julie Coker, who replaced Terri
Kolodzie as the General Manager of the McDonald's Lodge, to be
appointed to the Oak Brook Hotel, Convention and Visitors Committee.
Motion by Trustee Caleel, seconded by Trustee Aktipis, to appoint Julie
Coker, General Manager of the McDonald's Lodge to the Oak Brook
Hotel, Convention and Visitors Committee. VOICE VOTE: Motion
carried.
B. ORDINANCES & RESOLUTIONS:
1) ORDINANCE 2002- ZO- SU -FP -S -1026, "AN ORDINANCE ORD 02- ZO- SU -FP -S-
1026 - FLD PLN
GRANTING A FLOOD PLAIN SPECIAL USE PERMIT PURSUANT SPEC USE -- 214
TO SECTION 9 -1 -8 OF THE VILLAGE CODE OF THE VILLAGE FOREST TRAIL
OF OAK BROOK, ILLINOIS (214 FOREST TRAIL, OAK BROOK.
IL 60523)"
The ordinance grants a flood plain special use to permit construction of
improvements located within the flood plain.
Motion by Trustee Savino, seconded by Trustee Caleel, to approve
Ordinance 2002- ZO- SU -FP -S -1026, "An Ordinance Granting a Flood
Plain Special Use Permit Pursuant to Section 9 -1 -8 of the Village Code
of the Village of Oak Brook, Illinois (214 Forest Trail, Oak Brook, IL
60523)" granting a flood plain special use for the property at 214 Forest
Trail to permit construction of improvements located in the flood plain.
ROLL CALL VOTE:
Ayes: 6 - Trustees Aktipis, Caleel, Craig, Korin, Miologos and Savino.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
ORD 02- ZO -V -S -1027
- VAR ZON ORD -
FENCE - 3423
VILLAGE OF OAK BROOK Minutes Page 7 of 18 November 12, 2002
N
8. B. 2) ORDINANCE 2002- ZO -V -S -1027, "AN ORDINANCE GRAN_ TING A SPRNG RD
VARIATION FROM THE PROVISIONS OF THE ZONING
ORDINANCE OF THE VILLAGE OF OAK BROOK RELATIVE TO
FENCE REQUIREMENTS (3423 SPRING ROAD, OAK BROOK, IL
60523)"
The ordinance permits the installation of an open fence 72 inches in
height along the perimeter of the property at 3423 Spring Road.
Motion by Trustee Savino, seconded by Trustee Caleel, to approve
Ordinance 2002- ZO -V -S -1027, "An Ordinance Granting a Variation
from the Provisions of the Zoning Ordinance of the Village of Oak
Brook Relative to Fence Requirements (3423 Spring Road, Oak Brook,
IL 60523)" granting a fence variation to the property at 3423 Spring
Road. ROLL CALL VOTE:
Ayes: 6 - Trustees Aktipis, Caleel, Craig, Korin, Miologos and Savino.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
3) ORDINANCE 2002- CD -BC -G -705 "AN ORDINANCE AMENDING oRD- 02- CD -BC -G-
705 AMND SEC 10-4 -
SECTION 10 -4 -1 OF CHAPTER 10 OF THE VILLAGE CODE OF 1 of CHAP 10-
THE VILLAGE OF OAK BROOK RELATING TO BUILDING BLDG REG & FEES
REGULATIONS AND FEE SCHEDULE"
During the 4th 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). As part of that update, the Board directed that the fee
schedule be updated each year to ensure that our cost recovery goal is
met.
Consistent with Board objective to cover staff costs, the fee schedule has
been updated. Since our estimated 2003 costs (both salaries and
benefits) have increased by approximately 5 percent since the fees were
enacted in 2001, each of the individual fee amounts have been updated
by that amount. Some exceptions can be found where rounding was
necessary or where the previous fee (i.e., plan review) was found to be
insufficient to cover costs. It should be noted that several minor
changes have been made to the schedule to further clarify the types of
construction activities that fall under the various categories.
VILLAGE OF OAK BROOK Minutes Page 8 of 18 November 12, 2002
A
To address the current situation in the Fire Department where an outside
plan review service is used to augment a current vacancy in the
Department, language has been added which permits the actual costs of
these outside services to be passed on to the applicant.
Based on the proposed fee schedule, the fees that would be assessed for
four different development scenarios are depicted in the following table:
Current Proposed
Oak Brook Oak Brook
Fee Fee
New Office Building $22,885 $25,379
New Home $ 2,156 $ 2,481
Commercial Alteration $ 2,339 $ 2,667
Residential Addition $ 844 $ 886
The revised fee schedule recommended for Board consideration will
generate additional revenues and provides a mechanism to cover the
costs of all Village staff that are involved in the review and approval
processes related to new construction. Specifically, the fee schedule has
been modified to ensure that all applicable costs incurred by the Fire
Department for the review and approval of plans and inspections for
new construction are recovered. Also, based on the comprehensive fee
analysis that was conducted last year, this updated schedule continues to
keep Oak Brook's fees in line with the fees assessed by other nearby
communities.
Motion by Trustee Savino, seconded by Trustee Caleel, to approve
Ordinance 2002- CD -BC -G -705, "An Ordinance Amending Section 10-
4-1 of Chapter 10 of the Village Code of the Village of Oak Brook
Relating to Building Regulations and Fee Schedule" amending Chapter
10 - Building Regulations - Fees. ROLL CALL VOTE:
Ayes: 6 - Trustees Aktipis, Caleel, Craig, Korin, Miologos and Savino.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
C. AWARD OF CONTRACTS:
1) GASB 34 - DIGITAL MAPS AND GIS PLAN DEVELOPMENT
VILLAGE OF OAK BROOK Minutes Page 9 of 18 November 12, 2002
LG
AWARD CT
GASB 34
8. C. 1)
At the Village Board meeting of December 11, 2001, the Board
authorized staff to issue a Request For Proposal to interested vendors for
Consulting Services related to GASB 34, Digital Mapping and GIS
requirements, and to negotiate a contract with the selected vendor, such
contract to be presented to the Village Board for approval at a future
meeting. Staff has solicited RFP's from interested vendors and
received RFP's from the following five firms: Burns & McDonnell,
Earth Tech, Inc., Group 1 Resources, Inc., Shive - Hattery, Inc. and
Systems Development Integration, Inc.
After reviewing all of the RFP's, staff selected the following three firms
for interviews: Burns & McDonnell, Earth Tech, Inc. and Shive - Hattery,
Inc.
After the interviews, staff selected Earth Tech, Inc. as the most
qualified firm and has negotiated a contract. Earth Tech submitted the
most comprehensive proposal, had the best overall understanding of the
Village's needs, proposed innovative solutions, and demonstrated the
technical ability to perform the work.
The Village began this project as a result of requirements of the
Government Accounting Standards Board (GASB), that sets accounting
standards for local governments. In 1999, GASB adopted Statement No.
34 that, among other things, requires local governments to go back 25
years and estimate the cost and accumulated depreciation of
infrastructure (roads, water system, storm sewer, bike paths).
By proceeding with this project, in addition to simply meeting the
requirements of GASB 34, we will also be able to address a long-
standing problem — generating and maintaining accurate and easy -to-
update digital infrastructure maps for use by all departments. Some of
the additional benefits are as follows:
1. Infrastructure maps that are easy to access by multiple departments
and to update in the future.
2. Quicker access to needed mapping information during emergency
situations (watermain breaks, hazardous material spills, house fires).
3. More accurate and quicker location of infrastructure in all weather
conditions (e.g. water valves and fire hydrants buried in snow).
4. More efficient design of infrastructure changes (accurate digital
maps assist both in -house staff and consultants to design needed
improvements).
VILLAGE OF OAK BROOK Minutes Page 10 of 18 November 12, 2002
0
8. C. 1)
The scope of services includes the following items:
1. Create a system inventory of existing utility systems (water, storm
sewer, streetlights, and public ways).
2. Transfer inventory information to layers on the Village's existing
digital base maps (we already use these base maps obtained from
DuPage County to a limited extent).
3. Produce good quality system maps showing approximate locations
and quantities of system components.
4. Provide an estimate of probable replacement costs for each system
(calculation of depreciated value will be completed by Village staff).
5. Assist the Village with implementing a basic Geographic
Information System (GIS) that will allow use of the newly created
digital infrastructure maps as a platform for storing and managing
many layers of additional information about the Village's
infrastructure.
This agreement has been reviewed by Attorney Martens and Purchasing
Director Kapff and found to be acceptable as to form.
Motion by Trustee Miologos, seconded by Trustee Savino, to approve
an agreement with Earth Tech, Inc. for Professional Consulting Services
regarding GASB 34 — Digital Maps and GIS Plan Development in the
not -to- exceed amount of $74,520.00. ROLL CALL VOTE:
Ayes: 6 - Trustees Aktipis, Caleel, Craig, Korin, Miologos and Savino.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
2) PUBLIC WORKS UNIFORMS
Two sealed bids were received on Wednesday, October 30, 2002. Bid
packages were sent to four companies. The two no bidders were out of
state and therefore unable to supply us with drop -off and pick -up
services, as required in the bid specifications. The recommended
contractor has supplied uniforms to the Public Works Department for
the past eight years. Service has been acceptable and it is anticipated
continued good service will be received. The costs in the proposed
contract are lower than in previous years with the same contractor.
VILLAGE OF OAK BROOK Minutes
Page 1 I of 18 November 12, 2002
PW UNIFORMS
9. C. 2)
Motion by Trustee Miologos, seconded by Trustee Caleel, that the
Village Board award a 3 -year contract to the lowest responsive and
responsible bidder: Aramark Uniform Services, 9005 West 192nd Street,
Mokena, Illinois 60448 to supply rental uniforms for Public Works
employees at the following unit prices, with estimated annual costs of
$5,049.20 (2003), $5,200.68 (2004) and $5,356.70 (2005). ROLL
CALL VOTE:
Ayes: 6 - Trustees Aktipis, Caleel, Craig, Korin, Miologos and Savino.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
3) APPROVAL OF RETAINER AGREEMENT RETAINER AGREE.
The retainer agreement proposes to retain the law firm of Rathje and
Woodward to represent the Village in defending the DuPage Housing
Authority v. Village of Oak Brook zoning case. This firm comes highly
recommended and has extensive experience in zoning litigation.
Trustee Savino stated he would not vote in favor of this, not as a
comment on the law firm, but because he felt this litigation was a waste
of money. He added that the Board was being extremely cautious in
relation to expenditures and felt this was a huge amount of money to be
spent on this kind of action. Trustee Caleel stated that this is more than a
money issue, it is the character of the Village that is being challenged
and would require changing the Municipal Code.
Motion by Trustee Caleel, seconded by Trustee Aktipis, that the Village
Board approve a retainer agreement with the law firm of Rathje and
Woodward and authorize and direct the Village President to sign the
client acknowledgment on behalf of the Village. ROLL CALL VOTE:
Ayes: 5 - Trustees Aktipis, Caleel, Craig, Korin and Miologos.
Nays: 1 - Trustee Savino.
Absent: 0 - None. Motion carried.
D. CANCELLATION OF THE DECEMBER 23, 2002 COMMITTEE -OF- CNCL BD h9TGs
THE -WHOLE AND THE DECEMBER 24, 2002 REGULAR BOARD OF
TRUSTEES MEETINGS
Motion by Trustee Caleel, seconded by Trustee Savino, to cancel the
Committee -of- the -Whole meeting of December 23 and the Regular Board
of Trustees meeting of December 24 due to the Christmas holidays. VOICE
VOTE: Motion carried.
VILLAGE OF OAK BROOK Minutes Page 12 of 18 November 12, 2002
G6
8. E. REQUEST FOR RATE ADJUSTMENTS - RESIDENTIAL MUNICIPAL RTE ADJ WSTE
WASTE COLLECTION COLL
In June of 2000, the Village Board entered into a three -year contract with
BFI Waste Systems of North America, Inc. for residential municipal waste
collection services commencing January 1, 2001. The contract includes a
provision whereby either party may request in writing a review of rates prior
to August 15 of each year for adjustments to be made on January 1 of the
following year. If the request comes from the hauler, it must contain the
basis of the request, cost calculations based on expenses, a revenue analysis,
a description of the factors affecting the cost of service or revenue derived,
and the volume of materials collected. Finally, the contract caps any annual
increase to rates at 5 %.
In November of 2001, the Board approved a 3.4% increase to the rates for
residential municipal waste collection services, and that adjustment was
made effective on January 1, 2002.
On August 14, 2002 BFI presented staff with a request for a 1.325%
adjustment to the rates to be effective January 1, 2003. Staff met with
representatives from BFI to review the information provided, and has found
the request to be reasonable and consistent with the terms of the contract.
Representatives from BFI were in attendance of the meeting.
Motion by Trustee Korin, seconded by Trustee Savino, that the Village
Board authorize adjustments to the rates for residential municipal waste
collection services as requested by BFI Waste Systems of North America,
Inc. ROLL CALL VOTE:
Ayes: 6 - Trustees Aktipis, Caleel, Craig, Korin, Miologos and Savino.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
F. APPROVAL OF LETTER OF UNDERSTANDING — REFINANCE OF LTR UN D. REFIN
INSTALL CON -
INSTALLMENT CONTRACT — BATH & TENNIS CLUBHOUSE B &T RENO
PROJECT
When the installment contract was issued in 2000 for the financing of the
Bath and Tennis Clubhouse expansion project, it was necessary to negotiate
the terms of this issue with only two local banks due to various litigation
issues involving the Sport Core property. The installment contract
certificates totaling $1,170,000 due through 2007 at the rate of 4.96% were
sold to American National Bank and certificates totaling $630,000 due 2008
through 2010 at the rate of 5.15% were sold to Oak Brook Bank.
VILLAGE OF OAK BROOK Minutes Page 13 of 18 November 12, 2002
6
8. F.
Since the installment contract financing was done as a negotiated issue, the
Village was able to incorporate terms so that remaining principal would be
callable at any time. The Oak Brook Bank portion was called in 2001 using
proceeds from the sale of the 31st Street right -of -way. After making the
scheduled principal payment on December 1, 2002, the outstanding balance
on the American National Bank portion will be $875,000.
With the certificates being callable at any time and with interest rates at
historically low levels, staff received authorization at the meeting of
October 22, 2002 to proceed with a competitive refinancing of this debt. A
competitive sale was recommended due to the likelihood that the issuance
costs of $15,000 to $20,000 would be recovered in a lower interest rate
through the competitive process.
When American National Bank received word that the Village was going to
refinance the debt, they contacted the Village's Financial Adviser with an
offer to reduce the installment contract interest rate from 4.96% to 2.5 %.
If the Village stays with American National Bank, the issuance costs would
be substantially lower in that most of the costs could be avoided with the
exception of the financial adviser fee of $4,500. After consideration of the
financial adviser fee, interest savings will exceed $62,000 through
December 1, 2007 based on their offer of 2.5 %.
In the opinion of the Village's financial adviser, R.V. Norene and
Associates, the American National Bank proposal is very competitive based
on today's market rates and should be accepted. In their opinion, after
factoring in the costs of issuance, a competitive process would not yield
lower net cost. All other terms remain the same, and the Village retains the
right to call the remaining principal at any time.
Staff concurs with their assessment and recommends approval of the
attached agreement. For several years now American National Bank has
been affiliated with Bank One and is now formally taking on the Bank One
name. Thus, the agreement will be between the Village and Bank One.
Ron Norene of R.V. Norene and Associates was in attendance of the Board
meeting and addressed the Board of the lowering interest rate issued by the
federal government, but when he met with American National Bank to seek
a lower rate American National Bank stated the rate would remain as
presented.
VILLAGE OF OAK BROOK Minutes Page 14 of 18 November 12, 2002
I
10.
F.
Asif Yusuf, 18 Kingsbury Court, stated it was a very competitive rate.
President Bushy thanked Trustee Aktipis for his efforts with Finance
Director Langlois and Acting Manager Crotty as he recommended this
change.
Motion by Trustee Aktipis, seconded by Trustee Caleel, that the Village
Board authorize execution of an agreement with Bank One (formerly
American National Bank) which reduces the interest rate on the installment
contract issued for the expansion of the Bath and Tennis Clubhouse from
4.96% to 2.50 %. ROLL CALL VOTE:
Ayes: 6 - Trustees Aktipis, Caleel, Craig, Korin, Miologos and Savino.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
INFORMATION & UPDATES:
A. VILLAGE PRESIDENT:
President Bushy stated that last Friday she and Acting Manager Crotty
attended a national conference in Schaumburg for Women Fire Chiefs.
She met the acting commander for the Pentagon site when the plane crashed
into the facility on 09/11/01. Fire Chief Jarvis organized the convention and
hosted the conference. Motorola sponsored the event and there were
training costs that were underwritten by Motorola.
B. VILLAGE MANAGER:
Acting Village Manager Crotty noted that the landmark Fire Station One is
nearly completely removed. President Bushy acknowledged the
decommissioning of Fire Station One occurred and it was a marvelous
ceremony. She acknowledged Fire Lt. Thomas McEllin for his efforts in
coordinating the ceremony. She asked that Fire Chief Jarvis publicly
commend her staff for the efforts of the ceremony on October 30, 2002.
DEPARTMENTAL REPORTS — LIAISON ASSIGNMENTS:
Community Development
Trustee Savino
Finance & Purchasing
Trustee Aktipis
Library & Technology
Trustee Korin
Public Safety
Trustee Caleel
Engineering, Public Works & Safety Pathway System
Trustee Miologos
Sports Core, Community Events & Hotel, Convention
Trustee Craig
& Visitors Committee
VILLAGE OF OAK BROOK Minutes Page 15 of 18
November 12, 2002
IN
INFO & UPDATES
VLLG PRES
VLLG MGR
DEPT. RPTS
10
11
Village Clerk Clerk Gonnella
All reports were accepted as presented.
Trustee Savino asked that the Board members look at chain link fences in Oak
Brook to determine what color should be chosen as part of the change regarding
proposed text amendment to fences in the Village Code.
UNFINISHED AND NEW BUSINESS:
A. TITLE 9 — STORMWATER ORDINANCE REVISIONS
Staff has been working on revising various Village ordinances concerning
stormwater matters to both update our older ordinance (the Floodplain
Ordinance is from 1977), incorporate the DuPage County requirements into
Oak Brook's ordinances (the Village is a complete waiver community), and
update the ordinances as well. This includes revisions to Titles 1, 9, 10, and
14.
Regarding revisions to Title 9, Stormwater Management, a comprehensive
re -write was necessary. Some major revisions include: (1) The provisions
of the DuPage County Ordinance have been used and reformatted into our
system. Since we are a complete waiver community and must enforce the
minimum County provisions, no major changes have been made to the
County Ordinance. This proposed revision incorporates respective portions
of our current Title 9, Floodplain and Wetlands Regulations and Soil
Erosion and Sedimentation Control and (2) the Flood Plain Special Use item
has been stricken. This requirement was created with the 1977 Ordinance
and was needed due to the uncertainty in floodplain information and data at
that time. Additionally, since that ordinance was one of the first
comprehensive floodplain ordinances in the Chicago area, the Village Board
wanted direct oversight into floodplain items. With the advances in
computer and modeling technology and historical information, this onerous
procedure is no longer technically needed. In addition, significant staff time
would be saved for more productive endeavors. Recommended Title 9 sets
requirements that would be administered by staff like any other permit.
To summarize, Trustee Miologos asked Village Engineer Durfey what the
net affect to Village residents and developers was as a result of these
changes, whether the changes would affect anyone adversely, and his
response was that there were no adverse affects.
VILLAGE OF OAK BROOK Minutes Page 16 of 18 November 12, 2002
I
UNFIN & NEW
BUSINESS
TITLE 9 -
STRMWTR REV
11. A.
Motion by Trustee Miologos, seconded by Trustee Aktipis, that the Village
Board authorize the Village Attorney to draft the necessary ordinance for
final consideration at the Village Board Meeting of November 26, 2002.
VOICE VOTE: Motion carried.
B. SLEDDING HILL
This agenda item concerns re- shaping and improving the appearance of the
sledding hill just northwest of the Library on the Sports Core property.
President Bushy requested that a discussion be placed on the Unfinished and
New Business portion of the Board Agenda. She stated that several hundred
thousands of dollars were saved by having the dirt remain and not be hauled
away while the new Library was being built. Unfortunately, the hill became
too high and Village Engineer Durfey was able to locate a local company
that is interested in dirt fill at their location and they will be taking the dirt.
It will be reshaped to a bunny hill for small children to sled during the
winter months and will also be seeded.
SLED HILL UPDATE
C. AMENDMENT OF TITLE 1 OF THE VILLAGE CODE — CHAPTER 14 — AMND 'FFF1 F I -
FEES CHAP 14 FEES OF
VIL CODE
Consistent with the Village Board Objective to update all development
codes and ordinances, staff has undertaken the process to review and
recommend changes where appropriate to the fee schedule found in Title 1,
Chapter 14 of the Village Code. These particular fees are associated with
petitions and applications that are filed with the Village for activities that
are reviewed by the Plan Commission and Zoning Board of Appeals (i.e.,
amendments, variations, special uses, subdivision plats, etc.).
Applying the philosophy of cost recovery that was used as the basis for the
recent comprehensive fee amendment that was enacted in conjunction to the
adoption of new building codes, the fees collected to process applications
and petitions should be sufficient to cover the staff time to process the
request through the Plan Commission/Zoning Board/Village Board approval
processes.
Motion by Trustee Savino, seconded by Trustee Caleel, to authorize the
Village Attorney to draft the necessary ordinance for final consideration at
the Village Board meeting of November 26, 2002. VOICE VOTE: Motion
carried.
12. OTHER BUSINESS PERTAINING TO VILLAGE OPERATIONS• OTHER BUS.
VILLAGE OF OAK BROOK Minutes Page 17 of 18 November 12, 2002
Of
12. Trustee Caleel asked that Manager Crotty discuss with the Hotel, Convention
and Visitors Committee about the possibility of using Hotel /Motel Tax
revenues to cover the cost of fireworks for the Fourth of July Fireworks display
and the Highland Games.
13. ADJOURN TO CLOSED SESSION: DELIBERATIONS CONCERNING ADJRN To CLSD
MTG
SALARY SCHEDULES FOR ONE OR MORE CLASSES OF EMPLOYEES
AND TO CONSIDER PENDING LITIGATION
Motion by Trustee Aktipis, seconded by Trustee Caleel, to adjourn to closed
meeting for Deliberations Concerning Salary Schedules for One or More
Classes of Employees and to Consider Pending Litigation. ROLL CALL
VOTE:
Ayes: 6 - Trustees Aktipis, Caleel, Craig, Korin, Miologos and Savino.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
14. ADJOURNMENT: ADJRN
Motion by Trustee Craig, seconded by Trustee Caleel, to adjourn the meeting at
10:30 p.m. VOICE VOTE: Motion carried.
ATTEST:
Linda K. Gonnella, CMC
Village Clerk
VILLAGE OF OAK BROOK Minutes
Page 18 of 18 November 12, 2002