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VILLAGE OF OAK BROOK Minutes November 14, 199
UNOFFICIAL UNTIL APPROVED AS WRITTEN �...
S AMENDED _�,-BY VILLAGE BOARD ON
1. MEE,IING CALL: MEETING CALL
The Regular Meeting of the Board of Trustees was called to order by President
Bushy in the Samuel E. Dean Board Room of the Village Commons at 7:37
p.m.
• ._{
The Clerk called the roll with the following persons
PRESENT: President Bushy, Trustees Bartecki, McInerney, Savino and
Shumate.
Trustee Payovich arrived at 7:43 p.m.
ABSENT: Trustee Kenny.
1N ATTENDANCE: Stephen B. Veitch, Village Manager; Michael A. Crotty,
Assistant to Village Manager; Dale L. Durfey, Jr., Village Engineer; Tom
Hawk, Director of Code Enforcement; Bruce F. Kapff, Purchasing
Director /Grants Coordinator; Darrell J. Langlois, Finance Officer/Treasurer;
Richard A. Martens, Tillage Attorney; Ruth A. Martin, Librarian; Michael J.
Meranda, Superintendent of Public Works; Bonnie Sartore, Bath and Tennis
Club Manager; and Trey VanDyke, Golf Club Manager.
Village Manager Veitch introduced the new Assistant to the Village Manager,
Michael A. Crotty. Mr. Crotty had previously served as Administrative
Assistant to the Village Manager in Lombard, and prior as Public Services
Intern at the Village of Woodridge.
Connie Craig, Safety Pathway Committee Co- Chairman, gave a brief synopsis
of the She noted that 135 surveys were received from
residents indicating 85% wished the pathways to be completed and connecting.
They recommended 31 st Street, Spring Road and York Road for pathways with
access to the Oakbrook Shopping Center, across Route 83 and 22nd Street.
Their concerns were for safety, connection and maintenance under Route 83,
the 35th Street curve and Midwest Road. The Pathway Committee has
recommended gravel around the Sports Core property, and the remaining
pathway be asphalt.
5�
VILLAGE OF OAK BROOK Minutes 1 of 13 November 14, 1995
ROLL CALL
ANNOUNCEMENTS
AND
OPEN FORUM
T,
77r 7 1 M, O
II
4. APPROVAL QF hENUTES: MINUTES
Motion by Trustee McInerney, seconded by Trustee Bartecki, to approve the
minutes of the Regular Meeting of October 24, 1995 as presented and waive
the full reading thereof. VOICE VOTE: Motion carried.
5. QNZUE!US .US A:
Motion by Trustee McInerney, seconded by Trustee Savino, to approve the
Omnibus Agenda. ROLL CALL VOTE:
Ayes: 5 - Trustees Bartecki, McInerney, Payovich, Savino and Shumate.
Lays: 0 - None.
Absent: I - Trustee Kenny. Motion carried. APPROVAL OF:
BILLS
A. APPROVAL OF BILLS: Approved Omnibus Vote. $456,600.14
PAYROLL -
ROYAL Q 1
B. AP F PA,.U-OLL: Approved Omnibus Vote.
$571,676.37 (gross)
P-—
C. CHANGE ORDERS: None. I
PAYOUTS:
D. PAYQM:
1. G&Q p I RESO_LMCL-& INC_ - pAyoUI #1 - Ra-PHASE QE iwowimol.q
TECH PLAN - $1,940.57: Approved Omnibus Vote. TECHNOLOGY PLAN
2. JAMES-1. BEKES & ASSMATES - PAYOUT #2 - 22ND/YORK DESIGN'
2ZNpZyQEK DESIGN - -123.003.49: Approved Omnibus Vote.
3. JAMES . gE14Es & AssocIA-TES --PAYOUT #2 - -1296 1996 PAVING
pAvINQ PROJECI - DESIQN - $3.71,6.57: Approved Omnibus PROJECT
Vote.
4. IAMES J. j3ENES & AS. SO -- PAYOUT #16-- 1925 1995 PAVING
PAVING p&QIECT-CONSIRUCIIQN-$2,572,15: Approved PROJECT
Omnibus Vote.
5 C IVIL,rECII ENGINEFR[N
PAYQUT-jD - YORKMARGER YORK/HARGER
131KE ISAIL - P GINE EIRJNQ - $23A M: BIKE TRAIL
Approved Omnibus Vote.
6. CIVILIECH E jj � 31ST STREET
BIKE, TRAIL - PRELIMINARY ENG WEEK INIQ - SIMS-M BIKE TRAIL
Approved Omnibus Vote.
'VILLAGE OF OAK BROOK, Minutes 2 of 13 November 14, 1995
79
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7. V YORK ROAD
B TA- - PRELIMINARY ENC'1INEERIN� BIKE TRAIL
Approved Omnibus Vote.
E. REFERRALS: None.
F. REQUEST FOR RELEASE QE MINUS - QAK 13ZOOK HQTEL OBHCVC - .TAN . /FE$ .
CQNV NTION & VISITOR COMMITTEE - 1996 ADVERTISING
JAN"JARY/FEBRUAR 1996 ADYERUSIING CA M-PAI_GN: MTAIGN
Approved Omnibus Vote.
6. ITEMS REMOVED� C, MN113115 AGENDA_: None.
7. ACTIVE AGENDA atems For Einal Action):
A. APPOINTMENTS: APPOINTMNTS
Motion by Trustee Payovich, seconded by Trustee Savino, to concur 1996 ETHNIC PEST'
with the recommendation of President Bushy and appoint the COM3aTTEE
following thirteen (13) members to the Oak Brook 1996 Ethnic Fest
Committee for a term of one (1) year, terms expire November, 1996:
Village of Oak Brook: Gerald O. McInerney, Co- Chair;
Oak Brook Park District: John Lindquist, Co- Chair;
Butler Elementary School District #53: Roberta Arquilla, Co- Chair;
Brook Forest School PTA: Marge Tresley;
Butler School PTA: Sherry Mazda;
Oak Brook Women's Club: Kathy Sievertsen;
Oak Brook Civic Association: Joan Philip;
At Large: Adam Butler; and
At Large: Nuha Dabbouseh.
VOICE VOTE: Motion carried.
Motion by Trustee McInerney, seconded by Trustee Bartecki, to re- OAK BROOK SAFETY
appoint the following to the Oak Brook Safety Pathway Committee PATHWAY COMMITTEE
for a three (3) year term; no term shall expire after June 30, 1998, per
Ordinance G -488:
John Hartman (Northeast Quadrant), with his terns expiring June 30,
1998;
Tom Richardson (Northeast Quadrant), with his term expiring June
30, 1998;
Connie Craig (Southwest Quadrant), %Nit.h her term expiring June 30,
1998; and
VILLAGE OF OAK BROOK Minutes 3 of 13 November 14, 1995
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Ana Sisson (Southeast Quadrant), with her term expiring June 30,
1 998.
VOICE VOTE: Motion carried.
Bid packages were sent to four (4) t ompanies, and three (3) bids were
received on October 25, 1995.
The Village specified a drum -style chipper, based on experience with
bath disc and drum t. pes. Disc -style chippers have a tendency to kick
long branches and logs in a dangerous whipping action. Vines and
small branches also tend to wrap and jam up the mechanism, requiring
shop repairs.
The Vermeer drum -type chipper met the specifications, but it is not
recommended since it has no track record, only 15 prototypes exist
nationwide as demonstrators, and it is still undergoing design
modifications.
Nlotion by Trustee Savino, seconded by Trustee McInerney, to award
a contract, subject to staff review, to Alexander Equipment Company,
Inc., Lombard, at a lump sum price of $24,980.00 for a brush chipper.
ROLL CALL VOTE:
Ayes: 5 - Trustees Bartecki, McInerney, Payovich. Savino and
Shumate.
Nays: 0 - None.
Absent: I - Trustee Kenny. Motion carried.
C. ORDNANCE 95 -BU -S -832 ORDINANCE AUTHORIZING ORDINANCE
LOANS TO THE SPORTS CORE FUND: AUTHORIZING
LOANS TO THE
Trustee Bartecki discussed several significant events that have taken SPORTS CORE FUND
place to deplete the cash balances for the Sports Core. These events,
and their financial impact, are as follows:
1. The new membership categories proved to be extremely popular
(as demonstrated by the 37% increase in the number of members),
the amount of revenue derived from memberships fell short of the
budget by $90,000 and was $71 ,200 under the 1994 amount. This
shortfall is attributed to members wino previously had purchased an
unlimited membership now buying a swimming -only or tennis -
only membership, effectively cutting our revenue from those
continuing members in half,
VILLAGE OF OAK BROOK Minutes 4 of 13 November 14, 1995
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2. Due to usage at the indoor tennis facility being substantially under
what was budgeted for (and what the original business plan stated
would be achieved), the operation sustained additional losses of
approximately $50,000. These losses will cease once the Tennis
Dome is sold.
3. The golf operation was not able to recover from the unusually wet
spring which resulted in golf course revenues (green fees, carts,
and range fees) being under budget by approximately $1 10,000.
4. It is estimated that the food and . everage operation will lose
$224,000 (as opposed to $281,000 in 1994) in 1995.
The major factors contributing to these results are as follows:
a. A large portion of the Club use has been by local civic
organizations. Our ability to cha :ge an appropriate price for these
types of events has been restric'ced under prior governing
ordinances.
b. The turnaround time for attracting new private events has been
slower than anticipated.
c. During the first half of 1995, the Bath & Tennis Club was
effectively still under the old price structure since many events
were already booked prior to the price revisions.
d. Many small events took place that do not generate enough revenue
to offset all of the associated costs.
e. This operation is responsible for providing member events,
Barbecue Hut, and pool -side service. During the planning for the
1996 budget, further analysis shows that even under optimum
conditions these activities will result in losses of nearly $50,000
annually without an allocation of membership revenues to food and
beverage operations.
The Board has already begun the process of reversing this trend in
food and beverage operation by implementing the new rental fees and
minimum food service amounts. In addition, staff has begun to
segregate the accounting for the operation by creating new programs
for Banquets, Member Events and Concessions (BBQ Hut, pool -side
service, and Polo) in 1996. Staff will also be implementing a cost
accounting system so that we can ascertain that each special event
breaks eve 1, at a minimum.
For purposes of the 1996 budget, staff has estimated that additional
funds of $200,000 will be needed by year -end. In order to account for
delays in payment of some special events or if the estimates are
slightly off, Staff requests that the Village Board authorize a loan of
up to $250,000. This additional $50,000 will be used, if an additional
VILLAGE OF OAK BROOK Minutes 5 of 13 November 14, 1995
:9
need arises, since the Board will not be meeting a second time in
December. This brings the total amount of the loan authorized for
capital and operating needs of the Sports Core Fund to $735,000.
Since the lake repairs are completed, the amount authorized to be
loaned to the Golf Surcharge account can be reduced to $150,000.
Motion by Trustee Bartecki, seconded by Trustee Shumate, to
approve an ordinance increasing the loan amount authorized from the
General Corporate Fund to the Sports Core Fund to $735,000 and
reducing the amount authorized from the General Corporate Fund to
the Golf Surcharge account of the Sports Care Fund to $150,000.
ROLL CALL VOTE:
Ayes: 5 - Trustees Bartecki, McInerney, Payovich, Savino and
Shumate.
Nays: 0 - None.
Absent: 1 - Trustee Kenny. Motion carried.
'030'.X09"5621 411
It has been traditional for the regular Village Board meeting
scheduled for the fourth week of December to be cancelled due to the
Christmas/New Year's holidays. Consistent with this tradition, it is
recommended that the Village Board cancel its meeting of December
26, 1995.
Motion by Trustee McInerney, seconded by Trustee Payovich, to
cancel the Regular meeting of December 26, 1995 due to the
Christmas/New Year's holidays. VOICE VOTE: Motion carried.
v'tgn_mental Concerns & End grind: Trustee Payovich - No report was
given.
Finance/Purchasing: Trustee Bartecki - The Board will place on public file
tonight the Village Budget. The RFP is being developed for the Technology
Plan.
Library and onyotion & Yisitora o, t 'tte -: Trustee McInerney -
The holiday advertising campaign has begun, and it is noted that hotel
occupancy has increased this year.
December's Youth Programs will be held at the Library on Decembcr 4, 5 and
6 and are "Celebrate the Wonder ", "Deck the Halls" and "I'm Dreaming of a
VILLAGE OF OAK BROOK Minutes
6 of 13 November 14, 1995
[17151 �
a
CANCELLATION OF
DECEMBER 26, 1995
REGUTAR BOARD OF
TRUSTEES ;"MEETING
DEPARTMENTAL REPORT;
SPECIALTY AREAS
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Egisonnel I , jalig Safety: Trustee Kenny - Requested the local newspapers
to print a reminder to our residents of the fire hazards caused by candles and
holiday greenery during the holidays.
Planning &Zoe: Trustee Shumate - Noted the McDonald's preliminary
expansion plans were announced on national radio.
publi
. c�WQrks & Cable Television: Trustee Savino - Leaf pick -up was stopped
lase ue to the inclement weather. The Public Works Department will resume
pick -up of leaves during this weekend. This entails overtime which has been
included in the Budget.
The DuPage County Solid Waste Plan is being updated, and our County is
asking for input from communities. The County will be holding six (6)
meetings for this project from November 14 through December 7, 1995 in
various locations throughout the County.
Village Clerk: Clerk Gonnella - Announced 22 residents used in- person
absentee voting in the Clerk's office for the November election.
The Clerk attended the Municipal Clerks of Illinois Academy in Springfield in
October. Municipal Clerks are lobbying for a compromise from our legislators
to introduce a one - tiered system for voter registration in the State of Illinois
under the guidelines of the Motor Voter Act.
Village Proi *: President Bushy - Participated in the McDonald's
announcement of their expansion plans with Governor Edgar, Lt. Governor
Kustra, County Board Chairman Franzen, Senator Walsh and Representative
Durkin. It was announced as the largest business retention project ever
coordinated in the State. The Village has received a signed document from the
Illinois Department of Transportation of the proposed road improvements.
Traffic considerations were of great importance in the planning of these road
improvements.
Ji►�.._. >t... r
This petition is for a two -lot subdivision of the property that was the
subject of a variation request to delete the stormwater detention
requirements of the DuPage County Countywide Flood Plain and
Stormwater Ordinance,
The Plan Commission, by a vote of 4 to 1, passed a motion
recommending approval. The proposed lots meet the Zoning
Ordinance requi- 2,ments, and all requirements of the Subdivision
VILLAGE OF OAK BROOK Minutes 7 of 13 November 14, 1995
M
MITCHELL SUB. -
PRELIMINARY AND
FINAL PLAT
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'�Fa�tr *Y >4 :.,` e ; ��
Regulations will be satisfied prior to the recordation of the Plat with
the exception of the waived public improvements - curb and gutters,
sidewalks, street lights and street trees. Waiver of these items is
consistent with previous approval for the Fullersburg areas with its
rural street configurations.
Motion by Trustee Shumate, seconded by Trustee McInerney, to
authorize the Village Attorney to draft the required resolution
approving the requested subdivision subject to the following
conditional elements:
I . A waiver of the requirements for sidewalks, curb and gutters, street
lights, and street trees;
2. Compliance with the Zoning Ordinance, Subdiv lion Regulations,
and all other applicable local, county, state, and federal
regulations; and
3. Resolution of all items raised by the Village Engineer's report of
October 10, 1 995 prior to recordation of the Final Plat.
VOICE VOTE: Motion carried.
B. RECOhOMMATI - DE JQNQ SUBDIVISION -
DE JONG SUBDIVISION
CHATHAM LANE) - PRELIMINARY PRELIMT.NARX AND I;
FINAL PLAT
This request is for preliminary and final plat approval of a two -lot
subdivision of 30 Chatham Lane in York Woods. A minor
adjustment is required to the lot line location between the two lots so
that both lots can be brought into compliance with the Lot Area
requirements. Due to the size of the property (under 3 acres), the
DuPage County Countywide Stormwater and Flood Plain Ordinance
is not required. With a waiver of some of the public improvement
requirements, the only public infrastructure improvements required j
will be for sanitary sewer and water mains.
The Plan Commission, by a vote of 5 to 0, recommended approval of
the subdivision subject to certain conditions at their meeting of
October 16, 1995.
Motion by Trustee Shumate, seconded by Trustee McInerney, to
direct the Village Attorney to draft the necessary resolution for action
at the Village Board meeting of November 28, 1995 subject to the
following conditional elements:
1. Compliance with the Zoning Ordinance, Subdivision Regulations,
and all other applicable regulations including the following: �
VILLAGE OF OAK BROOK Minutes 8 of 13 November 14, 1995
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a. Adjustment of lot areas to meet the R -3 and R -2 minimum
areas for Lot 1 and 2 respectively; and
b. Submittal for approval of the engineering plans for required
sanitary sewer and water mains.
2. Waiver of the requirements for sidewalks, curbs and gutters, street
lights and street trees.
3. Correction of any other plat deficiencies as noted by Engineer
Durfey's report of October 10, 1995.
VOICE VOTE: Motion carried.
C. RECOMMENDATION- 'HE- N['IUARY S inIIVISION - THE SANCTUARY
SHANNON ASSOCIATES, INC_ - PRELIMMARY PLAT; SUBDIVISION --
PRELIMINARY PLAT
President Bushy acknowledged, for the record, that it is not the
intention of the Village Board to annex this property so that a person
is not misled to believe the Village would provide services to the area.
This petition is for preliminary plat approval of a twenty -two lot
subdivision under DuPage County's Residential R -3 Zoning as a
Planned Unit Development. The property abuts Meyers Road at its
east end and extends to the west along the south side of 1 -88. Only a
very small portion of the site is within the Village limits, and
annexation is not being sought. Approval of this preliminary plat is
before the Village Board because the property falls within the
planning jurisdiction of the Village.
The Plan Commission has recommended approval of the preliminary
plat subject to certain conditions and also has recommended
extending water service to this development provided our water
systems capacity warrants its.
This request is for preliminary approval at this time. The final plat
will also require review and approval by the Village at the appropriate
time.
Motion by i rustee Shumate, seconded by Trustee Bartecki, to direct
Village P l*orney to dra`: a resolution for action at the November
18. 1995 1'c c.d meeting. VOICE VOTE: Motion carried.
D. WATER SERVICE REQ t .5T - THE SANCTUARY THE SANCTUARY
BMIS_ ON: SUBDIVISION -
WATER SERVICE
Trustee Payovich inquired as to how wells would be installed. An REQUEST.
actual well would be drilled to feed into a detention pond for watering
VILLAGP. OF OAK BROOK Minutes 9 of 13 November 14, 1995
4
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the common areas. A separate water main for water service would be
installed to the homes. DuPage County would have to approve a
permit for the well drilling.
1 rustee McInerney asked if the water pressure in Saddlebrook would
be affected by this water service request. Staff has scheduled to
investigate this concern in 1996.
Trustee Payovich noted the Ordinance has exterior use of the water
service. Village Manager Veitch clarified that outside watering would
be considered landscape use and a violation of the water service
agreement. There would be financial incentive for the homeowners to
use their landscape water system rather than the Villages.
This is the second water service request that has been rec -.ived since
Ordinance 94 -WA -S -781, the Village's policy with respect to
provision of water service to areas outside the Village, was adopted
on September 13, 1994. Section 2 of the policy provides that "the
Board may consider applications to firnish water to individual
applicants located on single lots of record... outside the Village and
not within the Accredited Area, and abutting an existing System
main,...provided that the Board;inds, on the basis of a report from
the Village Manager, that approval... will not have a substantial
impact on the ability of the System to serve present and future cture needs
of its customers " and that the applicant be bound by certain
restrictions, including a prohibition on outdoor use of water.
The property does abut an existing main and the actual area to be
developed is technically a single lot of record at present, but is to be
subdivided into 22 residential lots. However, the petitioner is correct
in his assertion that the only feasible means of obtaining public water
service is through the Village of Oak Brook and has agreed to be
bound by all of the restrictions established by the policy, and
specifically the pronibition on outside use.
The Village Engineer, Superintendent of Public Works and Village
Manager do not believe that provision of water service for dgmestic
purposes only will have a substantial impact on the ability of the
water system to serve the present or future needs of existing
customers.
The water main proposed to be constructed by the developer will
connect the existing main in Avenue Chateaux with the main in
Mi ers Road. This will have some beneficial impact on the sN,•stem
by providing a tertiary feed to this extremity of the water system.
VILLAGE OF OAK BROOK Minutes 10 of 13 November 14, 1995
5
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Motion by Trustee Payovich, seconded by Trustee McInerney, to
approve, in concept, provision of water ser -zce to The Sanctuary,
located south of I -88 and west of Meyers Road in unincorporated
DuPage County, and authorize the Village Attorney and staff to
prepare a Water Service Agreement consistent with the terms of the
Village's policy on water service outside the Village and subject to
final approval of the development by DuPage County. VOICE
VOTE: Motion carried.
8,1061 k1141 11,514 W"40A.&I 191=1901100 Dili 10 �11 411
President Bushy publicly acknowledged Bernie Dudek for his many
years of service to our community, as he will be moving to Downers
Grove.
President Bushy noted it would be unfortunate to require a
homeowner to modify their property for stormwater protection when
the Illinois Department of Transportation and the Federal Emergency
Management Agency will be accepting our mapping process in
DuPage County, as it would greatly affect this property.
In 1993, Ordinance S'-733 was approved which granted a Flood Plain
Special Use Permit to the property at 15 Yorkshire Woods. The
property owner is now requesting an extension to the sunset provision
contained in Section 4 of the Ordinance which required all work to be
completed prior to December 31, 1995. The Ordinance also allows
extension of this time limit without further public hearings.
The objective of the Flood Plain Special Use was to allow site
modifications to protect the home from further hooding during major
storm events. Its implementation would require major regrading of
virtually the entire property. When this plan was being developed,
the Elmhurst Quarry project was only in the planning stage but has
now progressed toward completion in the not too distant future. The
quarry stormwater detention project, when completed, may have
significant effect on the I 00-year flood levels affecting this property.
Any lowering of the Base Flood elevation could significantly reduce
the cost and impact of providing stormwater protection for this
property. Delaying these modifications, while containing some risk
due to current storm events, would seem a viable option for the
propefy owner.
Motion by Trustee Shumate, seconded by Trustee Bartecki, to direct
the Village Attorney to draft the necessary ordinance for action at the
VILLAGE OF OAK BROOK Minutes 11 of 13 November 14, 1995
177- a ,. ....
ROOD (DUDEK)
FLOOD PLAIN
SPECIAL USE -
TIME EXTENSION
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Village Board meeting of November 28, 1995. VOICE VOTE:
Motion carried.
President Bushy commended the Library staff and 'Trustee McInerney
for their efforts in developing policy decisions for the Oak Brook
Public Library.
The Youth Services Policy is another of the documents developed by
the Library staff to bring Oak Brook Public Library into conformance
with the standards established in Avenues to Excellence A the
guiding document prepared by the Illinois State Library to assist
public libraries in the state to serve their clients equitable and
professionally.
The Youth Services Policy follows in the pattern of the previously
adopted General Policy and Collection Management Policy. It
established specifically the philosophy of Oak Brook Public Library
1) that young people share equal importance with adults as Library
users, 2) that programming for various ages will be provided
regularly, 3) that classwide assignments may put extra stress on the
collection and borrowing limitations may be assigned temporarily in
order to serve the most people with quality information. It also
provides a straightforward list of behavior guidelines which will
assist the Resource staff in dealing consistently and fairly Nvith
disciplinary situations which inevitably arise in the Library setting.
Motion by Trustee McInerney, seconded by Trustee Bartecki, to direct
the Village Attorney to prepare an ordinance adopting the Youth
Serti °ices Policy which establishes a standard of equivalent service for
young people. VOICE VOTE: Motion carried.
YOUTH SERVICES
POLICY FOR
OAK BROOK
PUBLIC LIBRARY
G. PROPOSE12-1926 MUNICIPAL BUDGEI - PLACE ON FILE EOR PROPOSED 1996
PUBLIC
Motion by Trustee Bartecki, seconded by Trustee McInerney, to place
on file for public review the proposed 1996 Municipal Budget.
VOICE VOTE: Motion can,-ied.
10. Oil y OP ' LI 1 . None.
VILLAGE OF OAK BROOK Minutes 12 of 13 November 14, 1995
0
1�1 Iv
11. ADJOURNMENT:
Motion by Trustee McInerney, seconded by Trustee Payovich, to adjourn the
meeting at 9:18 p.m. VOICE VOTE: Motion carried.
ATTEST:
I - z2aex�
C Linda . Gonnella, -CMC
Village Clerk
botl 114
VILLAGE OF OAK BROOK Minutes 13 of 13 November 14, 1995
ADJOURNMENT