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Minutes - 11/25/1997 - Board of Trustees2. 3. • ILI QED- O - fnIA) -1i -A -/q97 VILLAGE OF OAK BROOK Minutes N.�5o, 12 UNOFFICIAL UNTIL APPROVED AS WRI`4°I'EN OR A &S AMENDED B�Y/ VILLAGE BOARD ON / The Regular Meeting of the Board of Trustees was called to order by President Bushy in the Samuel E. bean Board Room of the Village Commons at 7 :32 p.m. Pledge of Allegiarec was given. The Clerk called the roll wide the following persons PRESENT: President Bushy, Trustees Bartecki, Caleel. McInerney, Savino and Shumate. ABSENT: Trustee Kenny. IN ATTENDANCE: Stephen B. Veitch, Village Manager; Bonnie Sartore, Bath and Tennit� Club Manager; and Trey VanDyke, Golf Club Manager. Trustee Bartecki commended staff for their excellent financial supplement included in the Village newsletter. President Bushy noted some residents have sent responses to the Village, and staff has responded to those requests. Trustee McInerney voiced his concern of two recently passed unfunded mandates in Springfield affecting municipalities. The General Assembly overrode the Governor's veto to allow fire and police personnel, if disabled, to receive pension benefits and workcr's compensation. The second bill affected health benefits in which our local legislators, with the exception of Representative Fawell, overrode the Governor's veto of both bills. President Bushv announced the Board of Trustees approved the release of their closed meeting minutes from January through July, 1997 to the general public, A copy of those minutes are available to the public through a Freedom of Information request at the Village administration. President Bushy acknowledged the passing of Village Engineer Durfey's father late this afternoon and extended condolences to the family. Trustee Savino inquirt, I if any decision had been Blade regarding the post card format of the water bill statements. Village Manager Veitch e.; plained that staff reviewed an enclosed return envelope forma! and presentee this to the VILLAGE OF OAK BROOK Minutes 1 of S Nova.mber 25, 1997 R MEETING CALL ROLL CALL ANNOUNCEMENTS AND OPEN FORUM 0 .0 Village Board in July. The Village Board determined, at that time, to continue with the present water billing system. Joseph 1~ullan, 122 Timbenriew Drive, G eknowledged the Village newsletter as an excelleiAt tool of communication to our residents. fie has installed carbon monoxide detectors in his home since reading the newsletter article on fire prevention and safety in the home. He further noted the article on the automated book reserve system recently installed in our Library. It is an excellent program for our residents, and lie commended Library Director Martin and her stall for serving our residents so well. President bushy expressed congratulations on the 50th Anniversary of the Timber Trails -Merry Lane Property Owners Association. She celebrated their anniversary event at a black tie gala held at the Drake Hotel. UNNE s • • �_ .1► Motion by T rustee McInerney, seconded by Trustee Caleel, to approve the minutes of the Regular Meeting of November 11, 1997 as presented and waive the full reading thereof: VOICE VOTE: Motion carried with Trustee Shumate abstaining. MINUTES Motion by Trustee McInerney, seconded by Trustee Savino, to approve the Omnibus Agenda. ROLL CALL VOTE: Ayes: 5 - Trustees Bartecki, Caleel, McInerney, Savino and Shumate. Nays: 0 - None. Absent: I - Trustee Denny. Motion carried. APPROVAL OF: A. AP,P&QVAL OF BILLS: Approved Omnibus Vote. Omnibus Vote. • ' VILLAGE OF OAS. BROOK Minutes 2 of 8 November 25, 1997 91-1 DILLb $518,901.49 PAYROLL - $295,r47.64cgross', 1997 DRAINAGE PROJECT 0 0 1 E. C R. *,,.n_ ,.... r ► ► , r 1 , JANUARY 6.122i Approved Omnibus Vote. SPECIAL USES 11 Oak Brook Road) Business. G. 'ACCEPT AND PLACE ON FILE - IMASUREg's REPQ&r OE TREASURER'S OCTOBER„ 1997: Approved Omnibus Vote. REPORT -- OCTOBER, 1997 H. RFQ>MST FOIE. AU ORI7; DQN -(1 2AY BILLS ON AUTHORIZATION DECEME ER 30,1997: Approved Omnibus Vote. TO PAY BILLS ON DEC. 30: 1997 I. ORDINANCE 97- TX- 'fELCOM- IMF_a_ -tom -604 STA_____-�TF.n ORD.97-Tx--TELCOM- ORDII'vT NCE AIENDINQ CHAPIER 13 OF THE CODE OF IMFA -G -604 QRDINANCES OF THE VILLAQE OF OAK BROOD, BY RM RESTATED ORD. ADDITION OF ARTICLE IV IMMOSUSU A MLMCIPAL IMPOSING A IELECOMMUhUCATIONS INFRASTRUCTURE MUNICIPAL TELECOMMUNICATION MAINT NANCE.EE_E: Approved Omnibus Vote. INFRASTRUCTURE MAINTENANCE FEE 6. ITEMS REMOVED FRO US ACTFN�A: None. 7. ACTIVE_r -At A (Iti-me I, "or in „pct.. ion): A. NT.MENTS: APPOINTMENT: Motion by Trustee Caleel, seconded by Trustee Bartecki, to reappoint ALDINI Louis Aldini to a ` -year term to the Zoning Board of Appeals, with ZONING BOARD OF his term expiring November, 2002. VOICE VOTE: Motion carried. APPEALS B. ORDINANCES & PT' O 1TTLQN : 1. RESO1 UIIQN 97-AG XF 1 R-699 A RESQLUIlr, N RES . 9 7— AG —EX1- TI-i RI ,INGEXEC. MN OF AN R --600 INTER ACREEMEN-E BEIWEEN QU INTERGOVERNMENTAL PEE OUN ,AND THE' V- iL.LACE OF QAKBRQ TI- AGREEMENT BETWEEN DU PAGE COUNTY & FOR F.ECONST UCTINO 31 ST STREE JERJQM JQRIE VILLAGE OF OAK' BQU - EVA-RD TQ YORK R(7AD AND RF-Pi ACEME T OF BROOK -31st ST. 3.1 ST SIR EEI BB112GE Al SALT CREEK SECIIQ . 25.0 01 CA- RECONSTRUCTION 00-EEMR: (Jorie -York) andl REPLACEMENT OF 31st ST. BRIDG9 AT SALT CREEK VILLAGE OF OAK BROOK Minutes 3 of 8 November 25, 1997 0- e • The agmenient has been revised from the version discussed by the Board on November 11, based on the direction given by the Board with respect to the intersection of 31 st Street and Spring Road and some further developments concerning, the project. On November 11, the Board opted to retain the existing turning restrictions and gate and forego the installation of a traffic signal at this 4 ime. The Board further directed staff to negotiate the best terms possible under which the traffic signal could be installed at a later date if requesic"' by the Village. The revised agreement provides for the traffic signal and related items to be constructed by 6e County, at the Village's option, on a 50:50 cost - sharing basis. The Village may exercise its option any time between one year and two years after the completion of the pending project. If requested by the Village;, the 31 st Street/Spring Road signalization (the "subsequent project ") includes acquisition of right -of -way, construction of the right turn lane from northbound Spring Road to east bound 31 st Street and installation of the traffic signal, including preemption equipment. All project costs are subject .o a 50:50 cost - sharing arrangement. The County has reviewed its position regarding the left turn lane from westbound 31 st Street to southbound Spring Road and has determined = to delete it from the pending project. Although the situation is far from perfect, the County's view is that having the turn lane is preferable to not ha «ng it, even with the three -hour prohibition and the gate. There .krill be an opposing left turn lane, and the County thinks the westbound to southbound lane would be very desirable during the hours when left turns = permitted. The County further believes that effective signage will be possible (since there are very few distractions at that location) and they equate the merge back into westbound traffic that could be necessary in some instances to the similar traffic movement that has become somewhat routine where continuous left turn lanes have been installed. Because the traffic signal will not be installed, the pedestrian crosswalk at Spring will be deleted from the pending project (there is no crosswalk in place presently). The deletion of the traffic signal has also had some impact on the amounts and types of right -of -way needed from the Village at the intersection. The permanent easement has been deleted and the temporary easements enlarged somewhat. The net economic effect is VILLAGE OF OAK BROOK Minutes 4 of 8 November 25, 1997 M, e 1 • a decrease in compensation to the General Corporate Fund of about $4,300. To summarize, the revised agreement provides that DuPage County will: 1. Complete all improvements according to the project plans (as revised). 2. Pay all costs and expenses for improvements including a new bike path, rebuilding Bath & Tennis Drive, water main relocation, stormwater detention and compensatory storage. 3. Obtain all necessary permits for the project. 4. Compensate the 'Village for right-of-way as provided in Exhibit C. 5. If requested by the Village, acquire any needed right-of-way and pay 50% of the costs of the subsequent project. In turn, the revised agreement provides that the Village Trill: 1. Convey its interests in the various parcels of right-of-way. 2. Provide the temporary easements (shown on the plans) for the bike path and coinpensatory storage area. 3. Assume maintenance and jurisdiction of Spring Road. 4. if the Village exercises its option for the 31 st Street/Spring Road signalization project, pay 50/0 of the cost of the subsequent project. 5. If the 31 st Street /Spring Road traffic signal is installed, allow all turning movements at the 31 st Street/Spring Road intersection with the exception of the evening right turn restriction from eastbound 31 st Street to southbound Spring Road. Motion by Trustee Bartecki, seconded by Trustee Savino, to pass Resolution 97 -AG -EX 1 -R -699, "A Resolution Authorizing Execution Of An Intergovernmental Agreement Between Du Page County And The Village Of Oak Brook, IL For Reconstructing 31 st Street From Jorie Boulevard To York Road And Replacement Of 31 st Street Bridge At Salt Creek Section 95- 00259- 00- FP/BR ", as presented and waive the full reading thereof and authorize the Village Prt:,-*dent to affix her signature thereon. ROLL CALL VOTE: Ayes: 5 - Trustees Bartecki, Caleel, McInerney, Savino and Shumate. Nays: 0 - None. Absent: l - Trustee Kenny. Motion carried. C. AWARD QE ~ONTELA CTS: No Business. VILLAGE OF OAK BROOK Minutes 5 of 8 November 25, 1997 L. + • r • 01 r it _10V • ► . \ a Each year, staff reviews the ordinance that governs the Sports sore (Chapter 14 of the Code - "Village Recreational Facilities ") and restates it for the new year. Staff conducts the review after the conclusion of the peak season and prepares the ordinance after adoption of the Five -Year Financial Plan in order to incorporate the fees set tentatively through the financial plamiing process. The changes from the current ordinance are as follows: Section 14 -11(a) -- redrafted to make clearer - no substantive changes. Section 14 -11(b) -- standard fees for open field usage, which have not changed in many years, have been increased. Most significant events are set up via special agreements that include negotiated fees. Section 14 -11(d) -- subparagraph (1) modified to permit camping and picnicking when authorized in connection with an approved event; e.g., Boy Scout Camporee and Independence Day fireworks. Section 14 -12(b) -- subparagraph (4) modified to permit special greens fees arrangements for golf outings. Some flexibility is important in order to be competitive. The provision is similar to that employed in Section 14 -11 regarding separate agreements for open field usage;. Section 14 -12 (c) and (d) -- greens fees and membership fees have been adjusted per the Five -Year Financial Plan. Section 14 -12(e) -- the change would permit the permanent tee time depo-zit to be guaranteed via credit card. Section 14 -12(fl -- modified to permit special greens fee arrangements for golf leagues. Section 14 -12(g) - cart rental fees have been adjusted per the Five - Year Financial Plan. Section 14 -12(h) -- subparagraph (1 5) modified to permit domestic animals (i.e., the dogs we use to discourage geese) as authorized by VILLAGE OF (OAK BROOK Minutes 6 of 8 November 25, 1997 SPORTS CORE ORDINANCE 0 the Golf Club Manager. Subparagraph (17) modified to permit driving range; customers to use the practice greens. Section 14 -12(i) -- driving range fees have been adjusted per the Five- v. ear Financial Plan. Section 14 -13(b) -- Bath any: "Tennis Club membership fees have been adjusted per the Five -Year Financial Plan plus an additional $50 on the unlimited classes and $25 on the limited classes. A provision offering $50 and $25 discounts for payment prior to March 1 has bets included as well. The 1998 Budget is based on the net amounts. Section 14 -13(h) -- amended to reflect the current per hour rate for indoor tennis. Although the swim team fee schedule in Section 14- 13(g)(4) has not been amended at this point, it is possible that a change will be recommended later, once the costs of the 1998 swim team program are better known. Trustee McInerney asked if the Village incurred additional expenses of the open fields, would user fees cover these costs. Village Manager Veitch explained that a cash bond of $500 is required in advance of the event which has been found to be prudent in the clean up of these fields. I; Te requested consideration, as the Village has partnered with the Oak Brook Park District on activities, to slowly increase the swim fees. President Bushy suggested the new fees be implemented this year, and then discuss this next year when their pool will be completed. Our new swim fees cover our personnel and facility costs. Trustee Shumate asked the Trustees to consider whether it is prudent to raise the family swim rate from $600 to $650 or have it remain the same as last year. Village Manger Veitch explained that there is a $25 discount if member fees are paid in advance. The Village's Five -Year Financial Plan shows an annual fee increase of $25. This mechanism is used to improve the cash flow. Trustee Bartecki requested staff to highlight the facility in the Next Village newsletter and notify our new residents of the Sports Core facilities. Trustee Shumate inquired if there should be a golf outing modification and initiate a minimum fee for outings. Golf Club Manager VanDyke explained the future expansion of the food and VILLAGE OF OAK BROOK Minutes 7 of 8 November 2$, 1997 Mi E I - beverage area in the Golf Club may require an adjustment of the fees, as this could attract large golf outings at a lesser fee schedule. Motion by Trustee Caleel, seconded by Trustee Bartecki, to place the Sports Core Ordinance on the active agenda of December 9, 1997 for final action. VOICE VOTE: Motion carried with Trustee McInerney voting nay. ..0 ► WIN colklY • ... i Motion by Trustee Savino, seconded by Trustee Bartecki, to adjourn the meeting at 8:25 p.m. VOICE VOTE: Motioin carried. ATTEST: Linda k. Gotuiella, CMC Village Clerk botl 12597 ADJOURNMENT VILLAGE OF OAK BROOK. Minutes 8 of 8 November 25, 1997 I i