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Minutes - 11/25/2008 - Board of TrusteesMINUTES OF THE NOVEMBER 25, 2008 RESCHEDULED REGULAR MEETING OF THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF OAK BROOK APPROVED AS WRITTEN OR AS AMENDED ON APRIL 14, 2009 CALL TO ORDER The Rescheduled Regular Meeting of the Village Board of Trustees was called to order by President Craig in the Samuel E. Dean Board Room of the Butler Government Center at 636 pm 2 ROLL CALL Village Clerk Charlotte Pruss called the roll with the following persons PRESENT President John W Craig, Trustees James Carson, Jeffrey J. Kennedy, Kathryn F Manofsky, Moin Saiyed, Robert G Sanford and Gerald Wolin ABSENT None IN ATTENDANCE David Niemeyer, Village Manager, Blaine Wing, Assistant Village Manager and Mark Sterk, Village Attorney, PRESIDENT'S OPENING COMMENTS ADJOURN TO CLOSED MEETING Motion by Trustee Kennedy, seconded by Trustee Sanford, to adjourn to Closed Meeting to discuss the purchase or lease of real property for use of the public body, including meetings held for the purpose of discussion whether a particular parcel should be acquired (2c5) and to consider the appointment, employment, compensation, discipline, performance, or dismissal of specific employees of the public body or legal counsel for the public body, including hearing testimony on a complaint lodged against an employee of the public body or against legal counsel for the public body to determine its validity (2cl) ROLL CALL VOTE- Ayes 6 - Trustees Carson, Kennedy, Manofsky, Saiyed, Sanford and Wolin Nays 0 - None Absent 0 -None Motion ca►r►ed The meeting was adjourned to Closed Meeting at 6 37 p.m RECONVENE The Rescheduled Regular Meeting of the Village Board of Trustees was reconvened and called to order by President Craig in the Samuel E. Dean Board Room of the Butler Government Center at 7 33 p m The pledge of allegiance was given VILLAGE OF OAK BROOK Minutes Page 1 of 15 RESCHEDULED REGULAR MEETING OF NOVEMER 25, 2008 2 ROLL CALL Village Clerk Charlotte Pruss called the roll with the following persons PRESENT President John W Craig, Trustees James Carson, Jeffrey J Kennedy, Kathryn F. Manofsky, Mom Saiyed, Robert G Sanford and Gerald Wolin ABSENT- None. IN ATTENDANCE. David Niemeyer, Village Manager, Blaine Wing, Assistant Village Manager, Mark Sterk, Village Attorney, Robert L Kallien, Jr , Director of Community Development, Dale L Durfey, Jr, Village Engineer, Darrell J Langlois, Finance Director, James Bodony, Fire Chief, Bruce F Kapff, Director of Information Services & Purchasing, Margaret Klmkow Hartmann, Library Director, Michael Hull►han, Public Works Director; Thomas Sheahan, Chief of Police and Trey VanDyke, Sports Core Director 4 RESIDENTNISITOR COMMENT Mr Charles Shemely of Heritage Oaks Subdivision addressed the Board regarding the importance of pest management as a result of a severe infestation of Gypsy Moth Mi Al Knuth addressed the Board regarding budget preparation encouraging them to provide more time for budget discussions He also addressed the revitalization program and encouraged the board to provide resources for the program A OAI{ BROOK HALF-MARATHON Mr. Thomas Tess of Deluxe Distance Productions LLC presented to the Board a summary of the Oak Brook 50`" Anniversary Half Marathon and goals for a 2009 event He felt that it had been a successful event and he had been asked to work toward a 2009 event He thanked the Village staff for their cooperation He provided the Board with a memento of the event. 5 APPROVAL OF MINUTES A REGULAR BOARD OF TRUSTEES MEETING OF JULY 22, 2008 Motion by Trustee Wolin, seconded by Trustee Sanford, to approve the Minutes of the July 22, 2008 Regular Board of Trustees Meeting as presented. VOICE VOTE: Motion carried B RESCHEDULED REGULAR BOARD OF TRUSTEES MEETING OF AUGUST 12, 2008 Motion by Trustee Wolin, seconded by Trustee Sanford, to approve the Minutes of the August 12, 2008 Rescheduled Regular Board of Trustees Meeting as presented VOICE VOTE Motion carried VILLAGE OF OAK BROOK Minutes Page 2 of 15 RESCHEDULED REGULAR MEETING OF NOVEMER 25, 2008 6 CONSENT AGENDA All items on the consent 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 removed fiorn the consent agenda and considered as the first item after approval of the consent agenda A ACCOUNTS PAYABLE FOR PERIOD ENDING NOVEMBER 20, 2008 - $902,454 02 — Removed from Consent Agenda for further discussion SIGNIFICANT ITEMS INCLUDED IN ABOVE. 1) Dupage Water Commission - $132,733 52 2) Hitchcock Design Group —Payout #12— 22 °d Street Improvement Project - $5,247 10 3) Illinois State Toll Highway Authority — Tollway Water Main Crossing - $157,906 42 4) Debt Service Payment — 2001 Installment Contract Certificates - $318,300.00 5) Debt Service Payment — 2003 Installment Contract Certificates - $107,600 00 6) Hervas, Condon & Bersam, P.0 — Legal Services — Disciplinary Matter - $14,390 00 B APPROVAL OF PAYROLL FOR PAY PERIOD ENDING NOVEMBER 15, 2008 - $684,554 23 C COMMUNITY DEVELOPMENT REFERRALS —None presented D AUTHORIZATION TO SEEK BIDS OR PROPOSALS OR NEGOTIATE CONTRACTS — None presented E BUDGET ADJUSTMENTS 1) POLICE DEPARTMENT — SALARIES - OVERTIME F TREASURER'S REPORT — OCTOBER, 2008 G BRITTWOOD CREEK SUBDIVISION — REDUCTION IN SUBDIVISION SECURITY The Bridgeview Bank Group has request a reduction of the Irrevocable Letter of Credit No 616078200 -500 by the amount of $768,184.01 The Engineering Department has reviewed the file and the work accomplished to date and has determined that the improvements as they have been constructed comply with Village regulations. Staff recommended approval of this request VILLAGE OF OAK BROOK Minutes Page 3 of 15 RESCHEDULED REGULAR MEETING OF NOVEMER 25, 2008 G. The requested action was that the Village Board reduce the Irrevocable Letter of Credit No. 616078200 -500 from the Bridgeview Bank Group by the amount of $768,18401 H PROPOSED 2009 MUNICIPAL BUDGET — PLACE ON FILE FOR PUBLIC REVIEW As required by State statutes, the Village Board is scheduled to hold a public hearing on the 2009 Proposed Municipal Budget at 7 15 p m on December 9, 2008 Depending on the number of changes resulting from the Budget Workshop scheduled for December 6, 2008, formal consideration of the Budget may be taken at the regular Village Board meeting later that same evening As part of the usual process, formal Village Board action is required In order to place the budget document on file for public inspection in advance of the public hearing The draft 2009 Budget is scheduled to be distributed to the Village Board on Monday November 24, 2008 The requested action was that the Village Board place the 2009 Municipal Budget on file for public inspection on November 25, 2008 INTERGOVERNMENTAL AGREEMENT BETWEEN THE EMERGENCY TELEPHONE SYSTEM BOARD (ETSB) OF COOK COUNTY AND THE VILLAGE OF OAK BROOK The Village of Oak Brook Fire Department provides fire and EMS service to a small area in Cook County, east of I -294 This area has 21 phone lines that are under the jurisdiction of the Cook County ETSB and as such, qualifies the Fire Department to receive funds under the Surcharge Reallocation Program The minimum distribution under the program, for which the Fire Department qualifies this year, is $1,000 00 The use of the funds, under the guidelines established by the ETSB, will be to augment Village funds to replace out of date portable two -way radios in the Fire Department The requested action was that the Village Board enter into an intergovernmental agreement with the Emergency Telephone System Board of Cook County to secure funds provided under the Surcharge Reallocation Program. J ORDINANCE S -1245, AN ORDINANCE AUTHORIZING THE SALE, DONATION, ELECTRONIC AUCTION OR DISPOSAL OF CERTAIN ITEMS OF PERSONAL PROPERTY OWNED BY THE VILLAGE OF OAK BROOK The Village standard for water meters is a Sensus Meter with a Hexagram Automatic Meter Transmitter Unit. The Public Works Department has 105 Kent Watei Meters in stock that have mechanical external read units which are no longer manufactured The Kent Water Meters have reached the end of their useful life VILLAGE OF OAK BROOK Minutes Page 4 of 15 RESCHEDULED REGULAR MEETING OF NOVEMER 25, 2008 J The Village will first register these items with an online auctioneer run by the State of Illinois, known as iBid The Village sold 3 vehicles and 72 light poles using iBid and all experiences have been favorable If inadequate or no bids are received through the online auction, staff will advertise for bids. The water meters will be disposed of if no bids are received The requested action was that the Village Board adopt the Ordinance S -1245, An Ordinance Authorizing the Sale, Donation, Electronic Auction or Disposal of Certain Items of Personal Property Owned by the Village of Oak Brook which authorizes the sale of 105 Kent Water Meters. K ORDINANCE S -1246, AN ORDINANCE GRANTING SPECIAL USES FOR THE OUTDOOR DINING AND A DRIVE -THRU LANE IN CONNECTION WITH THE DEVELOPMENT OF THE PROPERTY AT 2121 BUTTERFIELD ROAD IN THE VILLAGE OF OAK BROOK - TIME SQUARE PROPERTIES, LLC At the November H, 2008 meeting, the Village Attorney was directed to prepare the ordinance granting approval of special uses for outdoor dining and a drive -thru lane in conjunction with the development of the Time Square Cafe located at 2121 Butterfield Road The iequested action was for passage of Ordinance S -1246, An Ordinance Granting Special Uses For The Outdoor Dining And A Drive -Thru Lane In Connection With The Development Of The Property At 2121 Butterfield Road In The Village Of Oak Brook - Time Square Properties, LLC L ORDINANCE S -1247, AN ORDINANCE GRANTING VARIATIONS FOR THE CONSTRUCTION OF A GROUND SIGN, THE REDUCTION OF REQUIRED PARKING AND A REDUCTION IN THE PARKING LOT LANDSCAPING SETBACK REQUIREMENT FOR THE PROPERTY AT 2121 BUTTERFIELD ROAD IN THE VILLAGE OF OAK BROOK — TIME SQUARE PROPERTIES, LLC At the November 11, 2008 meeting, the Village Attorney was directed to prepare an ordinance granting approval of variations for a ground sign, number of parking spaces and parking lot landscaping in conjunction with the development of the Time Square Cafe located at 2121 Butterfield Road The requested action was for passage of Ordinance S -1257, An Ordinance Granting Variations for the Construction of a Ground Sign, the Reduction of Required Parking and a Reduction in the Parking Lot Landscaping Setback Requirement for the Property at 2121 Butterfield Road in the Village Of Oak Brook — Time Square Properties, LLC VILLAGE OF OAK BROOK Minutes Page 5 of 15 RESCHEDULED REGULAR MEETING OF NOVEMER 25, 2008 10 M. ORDINANCE G -875, AN ORDINANCE PROVIDING FOR THE IMPOUNDMENT OF MOTOR VEHICLES USED IN CONNECTION WITH ILLEGAL ACTIVITIES AND AMENDING TITLE 6 OF THE VILLAGE CODE OF THE VILLAGE OF OAK BROOK, ILLINOIS — Removed from Consent Agenda for further discussion Trustee Wolin asked to have item 6 A Accounts Payable for Period Ending November 20, 2008 - $902,454 02 and item M. Ordinance G -875, An Ordinance Providing for the Impoundment of Motor Vehicles Used in Connection with Illegal Activities and Amending Title 6 of the Village Code of the Village Of Oak Brook, Illinois removed for further discussion Motion by Trustee Kennedy, seconded by Trustee Wolin, to approve the Consent Agenda and authorize expenditures as amended ROLL CALL VOTE, Ayes 6 - Trustees Carson, Kennedy, Manofsky, Saiyed, Sanford and Wolin Nays 0 - None Absent 0 - None Motion carried 7. ITEMS REMOVED FROM CONSENT AGENDA 6 A ACCOUNTS PAYABLE FOR PERIOD ENDING NOVEMBER 20, 2008 - $902,454 02 Trustee Wolin asked to have this item removed from the Consent Agenda in order to remove from the payables list an item for Value Line Publishing, Inc for $4,300 00 It is a service provided at the Oak Brook Library. He felt that it was a very valuable service to offer, but wanted to be assured that there was enough usage of the software to justify the annual cost Searches in 2007 amounted to approximately $ 67 per search Library Director Meg Klmkow Hartmann indicated that a recent discussion with the representative regarding statistics indicated that through October of this year there were 628 more searches than in the entire 2007 year. Trustee Wolin felt that although there were thousands of searches, he was concerned that it only served a few residents Motion by Trustee Wolin, seconded by Trustee Manofsky, to approve the Accounts Payable for Pei iod Ending November 20, 2008 excluding the item for Value Line Publishing, Inc ROLL CALL VOTE Ayes- 6 - Trustees Carson, Kennedy, Manofsky, Saiyed, Sanford and Wolin. Nays 0 - None Absent 0 -None Motion carried VILLAGE OF OAK BROOK Minutes Page 6 of 15 RESCHEDULED REGULAR MEETING OF NOVEMER 25, 2008 M ORDINANCE G -875, AN ORDINANCE PROVIDING FOR THE IMPOUNDMENT OF MOTOR VEHICLES USED IN CONNECTION WITH ILLEGAL ACTIVITIES AND AMENDING TITLE 6 OF THE VILLAGE CODE OF THE VILLAGE OF OAK BROOK, ILLINOIS The Board of Trustees at their last meeting discussed the draft of the ordinance providing for Impoundment of motor vehicles used In connection with illegal activities The current ordinance reflects Trustee Kennedy's comments Trustee Kennedy also expressed concerns about the potential enforcement of subsections 6 -5- 2E, H, I and J The Village Attorney indicated that he did not have practical suggestions that would address those issues and suggested that the Board pass the ordinance in the present form and afford the Police Department an opportunity to address the extenuating situations administratively and then decide in 3 -6 months whether amendatory legislation is warranted Trustee Wolin still had some concern about this issue. Chief Sheahan suggested looking at it as a reimbursement for the cost of dealing with these situations Motion by Trustee Worn, seconded by Trustee Kennedy, for passage of Ordinance G -875, Passage of Ordinance G -875 Providing for the Impoundment of Motor Vehicles Used in Connection with Illegal Activites and Amending Title 6 of the Village Code OF THE Village Of Oak Brook, Ilinois BOARD & COMMISSION RECOMMENDATIONS —None presented UNFINISHED BUSINESS A CONFIRMATION OF APPOINTMENTS — None presented B ORDINANCES & RESOLUTIONS - None presented C FORESTRY /PEST MANAGEMENT DISCUSSION Trustee Worn indicated that the current infestations of the Gypsy Moth and the Emerald Ash Borer needed to be discussed and dealt with separately He added that many residents had been asking the Village to do something and the purpose of the discussion was to provide input to staff regarding their recommendation As a result of coordination with the Illinois Department of Agriculture (IDA), DuPage County Forest Preserve District, and the Village's forestry contractor (Davey) it has been determined that the Village of Oak Brook is inside the area infested with Gypsy Moths Due to this designation, the IDA will not expend resources for control of the pest. While it is recognized that eradication of the Gypsy Moth in Oak Brook is no longer possible, we the population can still be managed The management plan proposed has thi ee parts VILLAGE OF OAK BROOK Minutes Page 7 of 15 RESCHEDULED REGULAR MEETING OF NOVEMER 25, 2008 C. Education This portion of the effort focuses on raising public awareness of the presence of Gypsy Moth and measures homeowners can take to control the population This effort also includes notification of residents of aerial sprays to be conducted by the Village Control The two main control measures available to the Village are ground spraying of egg masses (late April -mid May) and aerial spraying (May -June) Aerial spraying will be coordinated with control efforts of the Du Page County Forest Preserve District on adjacent land Larvae trapping (burlap tree wraps) can also be used, but would only be practical for individual property owners on selected specimen trees Evaluation In order to gage the success of the control efforts, a yearly evaluation of moth population /activity should be accomplished This evaluation includes • Defoliation survey conducted in early July This survey will identify number and location of trees which have lost leaves due to moth larvae feeding • Adult trapping uses pheromone bait to trap adult males during mating season (July) The number of moths trapped will produce a measurement of population in various areas. The areas which would receive the aerial spraying would be those identified based on field observation of moth concentration Currently, identified areas include Fullersburg, Timber Trails, York Woods, Yorkshire Woods, Forest Glen, Woodside Estates and Heritage Oaks as the probable aerial control candidates. ,lei ml spra\ 1 n ( Deleted: These itn thc,,c a cap xvill uOtit $ 100.000 1 he ��u�i ei»cr�t t« Shr'a� the � a] ca" will be confirmed by egg mass counts in December /January The exact amount of treatments required to keep the moth populations under control in the long term is difficult to assess The populations varying with weather conditions and the effectiveness in treatment measures While Oak Brook will continue to be "infested" the population will vary During lower population years it may be possible to skip treatments It is safe to assume that the Village will have to continue treatments for at least five years Trustee Wolin indicated that he felt that the trees in Oak Brook were very important and that the Village must consider the expenditure on the Gypsy Moth infestation VILLAGE OF OAK BROOK Minutes Page 8 of 15 RESCHEDULED REGULAR MEETING OI- NOVEMER 25, 2008 C The control of the Emerald Ash Borer is extremely difficult for many reasons First, the identification of infested areas is difficult to manage due to the insect's internal feeding within the tree. Secondly, preliminary research shows there are conflicting reports related to the chemical effectiveness for adequate control of the insect, making management decisions more difficult Lastly, the spread of the EAB has been extremely aggressive and difficult to contain since its discovery in 2002 Despite efforts to control its spread in Michigan, the EAB has crossed state lines and has proven itself to be a formidable opponent. According to current tree inventory, Oak Brook has approximately 1200 public ash trees and an undetermined amount of private property trees. This figure does not include forested areas in the Sports Core. Treatment options have been discussed with current contractors and other municipal foresters A treatment of Merit would cost approximately $6 per caliper inch Assuming an average diameter of 14 inches per tree for the 1200 trees inventoried, the cost estimate would be $200,000 on an annual basis Based on the cost of treatment to preserve our Ash population, it is recommended to fund the removal and reforestation of trees lost on parkways and public park areas. Included in the 2009 budget is $50,000 for this purpose. Even before the arrival of EAB, Ash trees showing signs of decline would be removed as a preemptive measure The Village is able to remove and replace approximately 50 trees per year at the $50,000 funding level. When the EAB arrives in significant numbers, the budget will have to be adjusted to insure removal of trees which pose a hazai d As part of the acquisition process for forestry services, prices for chemical preventative treatment could be included in the bid documents Homeowners and homeowners associations could use this pricing data should they choose to treat privately owned Ash trees. Staff will continue to assess the efficacy and cost of chemical treatments Should the cost of treatments come down significantly, preventive treatments will be reconsidered. Trustee Wolin asked Public Works Director Michael Hullihan whether the treatment needed to be done annually or every two years Director Hullihan responded that there were some companies using a newer product that indicated the product would last two years, but the product was new and there was insufficient evidence that it would last two years The requested action was that the Board discuss pest management methodologies and provide guidance to staff Trustee Wolin reported that the Midwest Club had hired an arborlst who injected all of their trees at approximately $200.00 per tree. VILLAGE OF OAK BROOK Minutes Page 9 of 15 RESCHEDULED REGULAR MEETING OF NOVEMER 25, 2008 9 C Director Hullihan indicated that the Village would also provide information to residents to help treat their own trees and the Village's arborist would negotiate a price for chemical treatment for residents or homeowner's associations Trustee Wolin as a result of his understanding and experience with tree pests felt that staff has made an excellent recommendation which he would support in the budget process Trustee Carson asked if an Ash tree was healthy would it be more resistant or is it inevitable. Director Hullihan indicated that it was pretty much inevitable once it was infested Trustee Kennedy agreed that it was a mayor problem and would need to have a high priority in the budget process D AWARD OF CONTRACTS 1) GATEWAY SIGN — 22ND STREET & YORK Trustee Manofsky indicated that this contract was being deferred to the next meeting. 2) PUBLIC WORKS UNIFORMS Two sealed bids were opened on Wednesday, November 19, 2008 Aramark Uniform Services was awarded the Public Works Uniform contract in previous years and had performed satisfactorily References submitted were also reviewed by staff and are adequate The present uniform contract will expire at the end of 2008 This service provides work uniforms and the daily cleaning and repair of uniforms for twenty Public Works employees The contract term will be for three years and will include a standard cancellation clause should service become unacceptable Motion by Trustee Wolin, seconded by Trustee Kennedy, that the Village Board award a three year contract to the lowest responsive and responsible bidder, Aramark Uniform Services, Mokena, Illinois, subject to staff review, based on the unit prices on the bid tabulation for Public Works Uniforms ROLL CALL VOTE: Ayes 6 - Trustees Carson, Kennedy, Manofsky, Saiyed, Sanford and Wolin. Nays 0 - None Absent 0 -None Motion carried VILLAGE OF OAK BROOK Minutes Page 10 of 15 RESCHEDULED REGULAR MEETING OF NOVEMER 25, 2008 D 3) COMMERCIAL WATER METER TESTING, REPAIR, AND REPLACEMENT Three sealed bids were received and opened on November 19, 2008 For the past 15 years, the Village has taken a proactive approach in the testing, repair, and replacement of our inventory of commercial water meters. Commercial water meters are larger and more complex than the smaller residential meters and therefore have a tendency to under - register flow within a few years With the continuation of the water meter - testing program, water meters are maintained near their design accuracy parameters, reducing unaccounted - for -flow and increasing revenues References submitted were reviewed by staff and are adequate Vanguard Utility Service, Inc will be testing, repairing and replacing these large water meters on an as- needed basis, prompted by Village work orders Motion by Trustee Wolin, seconded by Trustee Kennedy, that the Village Board award a three year contract to the lowest responsive and responsible bidder, Vanguard Utility Service, Inc , Owensboro, KY, subject to staff review, based on the unit prices on the bid tabulation, for the testing, repair and replacement of water meters, at an estimated three year cost of $57,105 ROLL CALL VOTE. Ayes 6 - Trustees Carson, Kennedy, Manofsky, Saiyed, Sanford and Wolin Nays 0 - None Absent 0 -None Motion carried 4) SYSTEM CONTROL AND DATA ACQUISITION ( SCADA) SYSTEM IMPROVEMENT Currently two elevated water tanks, three well houses, and one in -line booster pump station are controlled by the Village of Oak Brook, Water department's SCADA system The SCADA system controls the valves and pumps which move water through the Village and control water pressure The system consists of logic controllers with analog circuits capable of limited variable programming This type of system control does not lend itself to control of the system during periods of communication failures. The system is also becoming more difficult to repair as analog circuit components are obsolete This project would i eplace obsolete components with digital programmable logic controllers The result will be a system which can control water distribution for extended periods of time without operator input The system control will also be capable of a finer degree of control. One of the main objectives of this control system upgrade is to reduce the magnitude and frequency of pressure surges and thus seduce the number of pipe failures VILLAGE OF OAK BROOI{ Minutes Page 1 I of 15 RESCHEDULED REGULAR MEETING OF NOVEMER 25, 2008 D 4) A request for proposals was advertised for this project and five proposals were submitted by the established deadline on November 14, 2008. Since the current telephone communications system suffers frequent significant failures, a radio telemetry option was included in the RFP Staff recommends selection of this alternative for the following reasons • Radio system will be more reliable • Radio system will reduce telephone line rental charges by $15,000 per year (expected life of system is 15 years) Motion by Trustee Wolin, seconded by Trustee Kennedy, that the Village President be authorized to execute a contract with Automatic Control Services for replacement of SCADA hardware /software and installation of a radio telemetry system at a cost not to exceed $113,256. ROLL CALL VOTE Ayes 6 - Trustees Carson, Kennedy, Manofsky, Saiyed, Sanford and Wolin Nays 0 - None Absent. 0 -None Motion carried. E WEST 22" STREET CONSTRUCTION AND PROPOSED BEAUTIFICATION PLANS For a number of years, Oak Brook and Oakbrook Terrace have been lobbying the state of Illinois to widen west 22nd St from Butterfield Road to Route 83 Over the past several months, it appears that that work is starting to pay off Preliminary plans from IDOT for the widening project have been sent to the communities for comments Funding is in place for $12 million of the estimated $20 million cost. IDOT is cautiously optimistic that they will be able to get the additional funding for the project and aie talking about beginning construction in 2010 They would like to go to a review phase for the pre -final plans by January 2009 This puts significant pressure on the two communities to decide if we want to include certain improvements added to the IDOT preliminary plans, including decorative street lighting, landscaping and utility line burials Both communities will need to decide what should be added to the plans, decide how it will be paid for, and have designs prepared in a relatively short period of time. Mi Tom Runkle, Landscape Architect with Hitchcock Design Group made a presentation ow proposed plans the two communities have been discussing He concluded his presentation indicating that the reason for the presentation was to clearly outline the improvements would be and the associated construction costs so that the Board had enough information to decide whether the plans should advance and to aid in negotiations with Oakbrook Terrace Oakbrook Terrace has also seen this presentation VILLAGE OF OAK BROOK Minutes Page 12 of 15 RESCHEDULED REGULAR MEETING OF NOVEMER 25, 2008 E. Initial sketches and construction cost estimates were prepared by Hitchcock Design Group The lighting and landscaping is consistent with the east 22nd St. plans The $4 1 million cost does not include a proposal ComEd made to Oakbrook Terrace to bury utility lines on the north side of 22nd St , which would be an additional $4.5 million The plans could include breaking up the proposed improvements into two phases. Work that needed to be coordinated with IDOT's construction plans would be done first, which would primarily be the electrical and sidewalk work The Village's portion could be paid using money from the Infrastructure sales tax fund. Finance Director Darrell Langlois estimated the Village would have $1.5 million available in the fund for that purpose in 2010 The landscaping, irrigation and signage work could be done in a later phase after the widening project is completed The Village has not identified a revenue source for this yet, but may look at grants and business contributions foi funding. It should be noted that unlike other beautification projects the Village will have limited use of hotel tax revenues because other than the intersection of Route 83 and 22nd St the entire project Is outside of the hotel district If the board approves of Hitchcock's proposed schematic plans, the Village will then woi k with Oakbrook Terrace to develop a plan to finance these Improvements, depending on Oakbrook Terrace's desire to move forward with these improvements Motion by Trustee Kennedy, seconded by Trustee Salyed, to direct staff to continue to work with Oakbrook Terrace and IDOT on a funding and Implementation plan for the proposed west 22nd St. improvements as outlined in Hitchcock Design's schematic plans VOICE VOTE Motion carried 10 NEW BUSINESS A CONFIRMATION OF APPOINTMENTS - None presented. B ORDINANCES & RESOLUTIONS - None presented C AWARD OF CONTRACTS - None presented D TRANSFER OF GOLF SURCHARGE The Golf Surcharge Fund was created in 1991 to create a savings account that would maintain the financial viability of the Sports Core following flood events Since that time, the Golf Surcharge Fund had only been used once for that purpose The Fund has been used many times for the funding of golf capital projects. Staff Is requesting that this Fund be utilized again for its original purpose The flood event of September caused significant damage to the golf course that required the course to be closed and then modified to re -open for the remainder of the peak fall season (the course Is currently fully open) The estimated loss of revenue due to flooding is $176,536.00 VILLAGE OF OAK BROOK Minutes Page 13 of 15 RESCHEDULED REGULAR MEETING OF NOVEMER 25, 2008 10 D and the costs of restoration thus far are $26,041 80. The revenue loss is comprised of green fees ($125,250), driving range fees ($8,707), power cart rental ($19,208), hand cart iental ($313), and food and beverage sales at the golf clubhouse ($21,058) The Golf Surcharge Account does not have sufficient funds on hand to fully fund these losses due to recent capital project funding Staff was therefore recommending a transfer of $150,000, which would deplete most of the funds on hand As a side note, in addition to the revenue loss sustained, the Golf Surcharge Account had been utilized to fund the vendor costs of $26,041 80 associated with the restoration work noted above. As a federal disaster has been declared for this event, we are currently working with FEMA on a grant request and are hopeful that some of these costs will be recovered Motion by Trustee Manofsky, seconded by Trustee Kennedy, that the Village Board authorize the transfer of $150,000 00 from the Golf Surcharge Account to Sports Core Operations Account to offset the losses sustained during the flood event of September, 2008 ROLL CALL VOTE. Ayes 6 - Trustees Carson, Kennedy, Manofsky, Saiyed, Sanford and Wolin Nays. 0 - None Absent 0 - None Motion carried E WATER TRANSFER AGREEMENT BETWEEN OAK BROOK AND OAKBROOK TERRACE The City of Oakbrook Terrace has requested that several water customers served by Oak Brook but located in Oakbrook Terrace be transferred to their water system This is needed for Oakbrook Terrace's plans to revitalize a shopping center at Roosevelt road and Summit Avenue Oakbrook Terrace would not actually be taking over Oak Brook's infrastructure but would be building newer, laiger pipes to service this center The assignment of the new customers begins January 1, 2009 Oakbrook Terrace will pay Oak Brook $2,000 in consideration of this transaction. Both sides agree to mutually cooperate to complete the disconnection and reconnection. One of the water customers will not be switched to Oakbrook Terrace until a connection is available or ten years, whichever is earlier Motion by Trustee Wolin, seconded by Trustee Kennedy, that the Village of Oak Brook approve an intergovernmental agreement between the Village of Oak Brook and the City of Oakbrook Terrace regarding certain system assets from Oak Brook to Oakbrook Terrace ROLL CALL VOTE - Ayes 6 - Trustees Carson, Kennedy, Manofsky, Saiyed, Sanford and Wolin Nays 0 - None Absent 0 -None Motion carried. VILLAGE OF OAK BROOK Minutes Page 14 of 15 RESCHEDULED REGULAR MEETING OF NOVEMER 25, 2008 12 INFORMATION & UPDATES A. VILLAGE PRESIDENT - President Craig wished everyone a Happy Thanksgiving B VILLAGE MANAGER — Manager Niemeyer reported that the Proposed Budget for 2009 is available at the Village Hall and at the Library for resident review and announced the dates of the meetings where it will be discussed C VILLAGE CLERK — Clerk Pruss reminded residents to book foi holiday parties at the Bath & Tennis Clubhouse She also announced the sale of a 50`h Anniversary crystal ornament on sale at the Village Hall President Craig indicated that the Closed Meeting held at 6 30 p m was continued to the end of the Regular Meeting Motion by Trustee Kennedy, seconded by Trustee Sanford, to adjourn to Closed Meeting to continue the previous discusses to consider litigation, when an action against, affecting or on behalf of the Village has been filed and is pending befoie a court or administrative tribunal, or when the public body finds that an action is probable or imminent and to consider the appointment, employment, compensation, discipline, performance, or dismissal of specific employees of the public body or legal counsel for the public body, including hearing testimony on a complaint lodged against an employee of the public body or against legal counsel for the public body to determine its validity ROLL CALL VOTE Ayes 6 - Trustees Carson, Kennedy, Manofsky, Saiyed, Sanford and Wolin Nays. 0 - None Absent 0 -None Motion carried The meeting was adjourned to Closed Session at 8.52 p m ADJOURNMENT Motion by Trustee Kennedy, seconded by Trustee Sanford, to adjourn the Rescheduled Regular Meeting of the Board of Trustees at 9 06 p m VOICE VOTE Motion carried ATTEST /s/ Charlotte K Pruss Charlotte K Pruss Village Clerk VILLAGE OF OAK BROOK Minutes Page 15 of 15 RESCHEDULED REGULAR MEETING OF NOVEMER 25, 2008