Minutes - 12/08/1992 - Board of TrusteesVILLAGE OF OAK BROOK Minutes Dec. �8,_I99►2
UNOFFICIAL UNTIL APPROVED BY BOARD
APPROVED AS WRITTEN O R APPROVED
AS AMENDED l.-- , BY VILLAGE BOARD
ON
Z. 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 7:35 p.m. Pledge of Allegiance was given.
2. ROLL CALL:
The Clerk called the roll with the follawing persons
PRESENT: President Bushy, Trustees Bartecki., Mayer, Payovich, Skinner
and Winters.
Trustee Shumate arrived at 7:36 p.m.
ABSENT: Done.
IN ATTENDANCE: Vince Long, Assistant to Village Manager; Richard A.
Martens, Village Attorney; Maggie Powers, Finance Officer /Treasurer;
James Fleming, Chief of Police; Dale L. Durfey, Jr., Village Engineer
Robert Nielsen, Fire Chief /Building Commissioner; Michael J. Meranda,
Superintendent of Public Works; Tom Hank, Director of Code Enforcement;
and Chuck McAdams, Sports Core Manager.
3. ANNOUNCEMENTS & OPEN FORUM:
Resident Harry Terlecki requested the Board to initiate a 5% utility tax
and suggested an 8% cutback of expenses for all Village departments.
President Bushy stated that this evening the Board will be discussing
methods of resolving the Village deficit.
President Bushy noted a local newspaper, on Decker 2, printed
erroneous information that stated President Bushy indicated any raise in
the Utility Tax would be used for infrastructure. President Bushy
stated that what is currently in place is used for infrastructure unless
the Board takes formal action to change the policy.
4. APPROVAL OF MINUTES:
Trustee Skinner moved to approve the minutes of the Regular Meeting of
November 24, 1392 as presented and waive the full reading thereof.
Seconded by Trustee Payovich. VOICE VOTE: Motion carried.
S. OMNIBUS AGENDA:
Trustee Bartecki requested Item 5.B.2., "State of Illinois,, Treasurer
Payout #3 - Jorie Boulevard Construction", be removed from the Omnibus
Agenda as Trustee Bartecki. must abstain from voting due to the
contra&tor being a client of his firm, B.D.O. Seidman.
VILLAGE OF OAK BROOK Minutes
0-
1
December 8, 1992
MEETING CALL
ROLL CALL
OPEN FORUM
AT4NTOUNCErTI XTS
MINUTES
vo sor-- $
0 1 - 9 ,L q 01-4.
Trustee Shumate requested item 5.C.,
"An ordinance Amending the
Personnel Rules and Regulations of the Village of oak he Brook,,
be removed from the Omnibus Agen da- for discussion of holidays ad
the closing of the Village offices.
Trustee Payovich nerved to app rove the omnibus Agenda. Seconded by
Trustee Skinner. ROLL CALL VOTE:
: 6- Trustees Bartecki, Mayer, Payovich, Shumate, Skinner and
Ayes
Winters.
Nays: 0-None.
Absent: 4 -None. Motion carried.
MON THE
A. ORDINANCE NO. S -747 AN ORDINANCE G�RANTINGI ORDIOICE OF THE
PROVISIONS OF SECTION VII D 8 OF TIDE ZON
VIGE OF OAK BROOK ORD� C; -60 AS A1NDED RELATIVE TO
L AND a, BARD RE IN AN R -2 SINGLE-
FRONT I3ETACHED
RESIDENCE DISTRICT SH dmarch --sob Wood Road: Approved Omnibus
Vote.
B. PAYS:
1. LTD. - FINAL PAYMENT -__LOT 89 YORK MOODS
S.D.I. CONSULTANTS
DRAINAGE STUDY: Approved Omnibus Vote.
6. ITVXS REMOVED FROM OMNIBUS AGENDA=
B. PAYOUTS:
2. STATE OF ILLINOISF TREASURER - PAYOUT #3 - JORIE BOULEVARD
C SaF.f�U CTION:
Trustee Payovich Moved to authorize payment of Boulevard to
the State of Illinois, Treasurer for the
Construction project in the total amount vo $239,183.27.
Seconded by Trustee minters- ROLL
Ayes: 5- Trustees Mayer, Payovich, Shumate, Skinner and
Winters.
Nays: 0 -None.
Absent: O -None.
Abstain: 1- Trustee Bartecki. Motion carried.
C. ORDINANCE NO. G -497 AN ORDINANCE AMENDING T-M PERSONNEL RULES AND
REGUI�TIONS OF THE VILi,AGl� OF OAK BKuu& ILLINOIS:
Trustee Shumate requested a clarification of closing of the
Village offices for holidays.
Trustee Mayer moored to pass Ordinance No. G -497 as presented and
waive the full reading thereof. Seconded by Trustee Skinner.
ROLL CALL VOTE:
VILLAGE OF OAK BROOK minutes 2
December 8, 1992
ORD. S -747
FRONT & SIDE
YARD VAR.
(506 Wood Rd.)
(Hindma.rch)
PAYOUT:
S.D.I. CONSUL-
TANTS-LOT 89
$367.50
PAYOUT:
ST. OF ILL.:
JORIE BLVD.-
$239,183.27
ORD. G -497
PERSONMEL
RULES (Clarif
ication of
Holidays)
r6or. Mid
%a_9-94 0
Ayes: 6- Trustees Bartecki, Nayer, Payovich, Shumate, Skinner
/�
and Minters.
Nays: 0 -None.
Absent: 0 -None. Notion carried.
7. FINANCIAL:
A. APPROVAL OF BILLS: APPROVAL OF
BILLS
Trustee Mayer requested the use of another local newspaper for
Village legal notices. Finance Officer Powers stated the bills
can be modified and be broken down by Departments for a fee of
$500.00.
Voucher List of Bills Presented for Approval December 8, 1992 to
reflect payment from the following funds:
General Corporate Fund $280,413.74
Hotel /Motel Tax Fund 30,021.79
Water Fund 51464.65
Sports Core Fund 18,425.56
Trustee Barrtecki moved to approve Voucher List of Bills in the
total inow-nt of $334,325.74 and authorize the Village President to
affix her signature thereon. Seconded by Trustee Skinner.
Trustee Winters abstained fry voting on the bills from Illinois
Bell due to employment by sme. ROLL CALL VOTE:
Ayes: 6- Trustees Bartecki., Mayer, Payov':h, Shumate, Skinner
and Winters.
Mays: 0 -None.
Absent: 0 -None.
Abstain: 1- Trustee Winters as noted above. Motion carried.
B. DAD PAGE WATER COMMISSION - FIM CHJUIGES AND 0 & M: PAYOUT:
DWC: FIXED
Trustee Bartscki requested the inclusion of the DuPage Water COSTS & 0 &M
Commission oill on the agenda due to payment deadline.
Trustee Bartecki moved to approve the payment of the voucher for
$186,386.78 which represents the Village's portion of the total
DuPage Water Commission fixed cost requirement for the Month of
November, 1992 along with charges for water pampage for the period
beginning 11 -1 -92 through 11- 30 -92. Seconded by Trustee Skinner.
ROIL CALL VOTE:
Ayes: 6- Trustees Bartecki, Mayer, Payovich, Shumate, Skinner
and Winters.
Mays: 0 -None.
Absent: 0 -None. Notion carried.
VILLAGE OF OAK BROOK Minutes 3 December 8, 1992
T
r
8. ORDINANCES AND RESOLUTIONS:
vo la- 160-x- iti
i-1? °9
A. PRESENTATION AND DISCUSSION REGARDING BELUEST TO APPROVE DRAFT
ORDINANCE AMENDING SECTION 12 -87 OF THE CODE OF ORDINANCES OF THE
VT�LLAGE OF OAK BROOOOK„e ILLIFOIS AND ADJUSTING WATER CHARGES (1993
Water Rate Increase):
Superintendent of Publi: Works Heranda gave a presentation of the
proposed water rate increase of 8% effective January 3, 1993 with
a 5% increase thereafter through 1998 to accumulate monies for a
replacement fund. The following comments are noted by
Superintendent Meranda:
The request for replacement funds for equipment and installation
of new water meters.
The Baybrook Lane water main project estimate is $500,000.00 and
if it is not addressed, the monies would revolve back into the
Water Fund.
The Illinois Department of Transportation allocates Lake Michigan
water. Annually, the Village must audit the water for every 100
gallons purchased. Presently, the Village accounts for 92.9% of
said allocation.
Superintendent Meranda estimated a $1.5 million project for
replacement of the Village's water meters with a return of 5 to €s
years. He further explained the Water Fund is not a profit-making
fund. It cost the Village $3.01 per 1,000 gallons to purchase the
water for 1992 -93. The Village was able to subsidize the Lake
Michigan Project by the Water Fund. He stated he is not
requesting additional personnel at this time but would address the
Board on this issue at .a later time.
President Bushy thanked Superintendent Meranda and Finance Officer
Powers for the excellent presentation.
After considerable discussion, the.following comments are noted:
Trustee Mayer requested investigating the water meter project to
see if it has a good return for more funding of capital
improvements and infrastructure.
Trustee Shumate inquired into the feasibility of allowing
homeowners to install their own wells for lawn sprinkling.
President Bushy stated the DuPage Water commission and County
Health Department voiced a concern of a back charge into the water
system. The DuPage mayors and Managers Conference is studying the
feasibility of homeowners with less than one acre drilling a well
and sharing the well with tF-.ei.r neighbors.
;VILLAGE OF OAK BROOK Minutes
1-6
4
December 8, 1992
ORD. G --498
ADJUSTING
WATER CFARGES
(1993 Rate
Increase)
VO 8 T- A4 o'ftJ
la -q2
Resident Bernie Dudek supported the well concept, as the water
table has risen and voiced a concern for cause of flooding.
President Bushy noted that the present wells have no effect on the
water table.
It is noted that there were no comments from the attending
residents on the proposed water rate increase.
Trustee Winters stated he supported only a 7& water rate increase
and lower it to a b% rate the following year. Superintendent
Meranda stated he has made an indepth evaluation of the Public
Works Department and has found the Department to be understaffed
and is unable to do major routine duties such as hydrant flushing,
exercising of the distribution valves, and some proper maintenance
has been neglected at Reservoir A. Only four (4) people handle
the Water Department. Seventy -five (75) water main breaks are
addressed per year. A rotating crew should be developed to handle
these breaks. Water Department, Building and Grounds, and Sports
Core crews are used for the snow removal. Superintendent Meranda
stated he would bring more information to the Board of the
understaffing of his department.
Trustee Bartecki moved to approve an increase in the water rate to
8% from $2.13/lr000 gallons to $2.30/1,000 gallons for a one -year
period effective January 3r 1993. Seconded by Trustee Skinner.
Trustee Shumate moved to amend the motion tc, include the passage
of Ordinance No. G -498, "An Ordinance Amending Section 12 -87 of
the Code of Ordinances of the Village of Oak Brook, Illinois and
Adjusting Water Charges" and waive the full reading thereof.
Seconded by Trustee Payovich. ROLL CALL VOTE:
Ayes: 6- Trustees Bartecki, Mayer, Payovich, Shumate, Skinner
and Winters.
Nays: 0 -None.
Absent: 0 -None. Motion carried.
Trustee Shumate moved that the Village Board support the concept
of landscape wells and encourage the use of said wells and
encourage the County to promote the use of these wells in our
water service area. Seconded by Trustee Payovich. VOICE VOTE:
Motion carried.
9. DEPARTMENTAL REPORTS - SPECIALTY AREAS:
Environmental Concerns & Public Works: Trustee Payovich - Underground
storage tank project has completed the first stage with contamination in
the immediate area only. The Engineer will be taking samples Monday and
expect to obtain data in four to six weeks. The report will be
presented to the Board. The cost of said project is approximately
$75,000.00 for cleanup with no replacement of the tank or pump.
VILLAGE OF OAK BROOK Minutes
��O
5
December P. 1992
DEPARTMENTAL
REPORTS
is I a-IV-g;t 0
Finance; Purchasing• and Hotel, Convention and Visitors Committee:
�aa® w� ®�
Trustee Bartecki - The Board received the annual Audit and Management
Letter this evening. He requested time for the Trustees to study the
documents and be placed before the Board at a later date. Please
address any questions in writing to the Staff.
Personnel & Libr M : Trustee Mayer - Noted the unionization of the
Police Department.
Planning & Zoning: Trustee Skinner - No report.
Public Safety: Trustee Winters - On December 4, 1992, the Police
Department officers voted to be represented by the Teamsters Union by a
17 to 11 vote. The Police Department has two new recruits: Robin Aylor
and Jason Cates. They completed a ten -week law enforcement training
course in which Officer Aylor was elected class President. Both
recruits are assigned to field training.
The Fire Department has daily inspections at the Shopping Center for
fire safety with the Christmas decorations. .
Sports Core: Trustee Shumate - The Sports Core Financial Statement has
been covpleted. It notes the improved financial status of the Sports
Core due to the accounting changes by Finance Officer Powers and the
Five Year Plan proposed by former Trustee Krafthefer. The Board will
discuss this at the December 14 Special Meeting. He will meet with
members of the Bath & Tennis Committee and the Golf Committee for any
further information to be presented to the Board.
Village President: President Bushy - Attended Fire Pension Board
meetings and seminar. President Bushy gave a brief outline of the Fire
Pension Board, members and its function. She noted the amount of time
spent with the Police officers and the union election.
10. UNFINISHED BUSINESS:
A. BID RECOM ENDATION - FIREFIGHTER PROTECTM CLOTHING: BID RECOMMEN-
DATION:
Trustee Winters moved to authorize a Purchase Order to the FIREFIGHTERS
Glazebrook Fire Equipment Company in an amount not to exceed CLOTHING
$17,206.72 to replace 34 sets of Firefighters' Protective
Clothing. Seconded by Trustee Mayer. ROLL CALL VOTE:
Ayes: 6-Trustees Bartecki, Mayer, Payovich, Shumate, Skinner
and Winters.
Nays: 0 -None.
Absent: 0 -None. Notion carried.
B. SPORTS CORE QUARTERLY REPORT: SPORTS CORE
QUARTERLY
Sports Core Manager McAdams asked the Board if they had any REPORT
questions of the report. Trustee Skinner inquired into the list
of members with past due accounts. Finance Officer Powers stated
VILLAGE OF OAK BROOK Minutes 6 December S. 1992
q0
Va b- raor- w
they are contacted once a month and billed monthly. The employees
and Committee members' past due accounts will be addressed.
Trustee Shumate recommended posting said delinquent accounts of
mera .bers after 90 days past due.
President Bushy announced there would be a 10- minute recess at 10:08 p.m.
The Board meeting convened at 10:20 p.m.
C. MUEST TO APPROVE ENGINEERING DEPARTMENT COMPUTER MAPPING THROUGH
DU PACE COUNTY (AutoCAD):
Trustee Payovich commended Village Engineer Durfey and Staff for a
thorough report.
Trustee Payovich moved to table the AutoGAD request to the
February 9, 1993 Board meeting and direct Staff to estimate the
cost of training time and loss of Staff time for said project and
report findings to Assistant to Village Manager bong. Seconded by
Trustee Winters. VOICE VOTE: lotion carried.
D. PRESENTATION AND DISCUSSION OF PAVEMENT MANAGEMENT STUDY (PMS):
�! 1 .11a ®y ®�� S�I�OY�YwA01�i�lii��1�001�- �Yi ®YII�M��R #OrI�I11A4� I�
Trustee Payovich introduced Bill Grant, Regional Manager and
Naveed Sarni, Pavement Engineer representing Optimam Systems. They
attended the meeting to answer any questions from the Trustees.
Village Engineer Durfey gave a slide presentation of the Pavement
Management System Report. Engineer Durfey stressed that good
streets cost less. The total annual maintenance fee is four to
five times less than if a street is totally failed. There is a
high cost of deferring maintenance and timing is crucial. The
FHWA has mandated that every State have an operational PMS by
January, 1993 to be eligible for any federal aid funding. The
current conditions of our roads is as follows: 24% 85 -100, 17%
80 -84, 30% 70-790P 17% 60 -69, 11% 59 -40 and 1% 30 -10.
It was a consensus of the Board that the firm of INS
Infrastructure Management Services study the four -year old
pavement system report and report to the Board its findings of
where the Village would be if they had followed the
recommendations of the Report and if a road will fail since the
Board did not act on any of the recommendations. The findings
will be presented to the Board at one of their January meetings.
"AUTO CAD"
PAVEMENT
MANAGEMENT
STUDY ('PMS )
President Bushy announced a special meeting has been scheduled, rather than a ANNOUNCEMENT
Committee -of- the -Whole meeting, for December 14, 1992 with a revised agenda.
Press will be notified.
VI1LAGE OF OAK BROOK Minutes 7 December 8, 1992
E
E.
Y 0 S-, 60T-" 1 h)
0 I:k- q_-&q01W
E
ENHANCEMENTS, EXPENSES /EXPENSE REDUCTIONS, CAPITAL OUn
FINANCING METHODS FOR REPAIRS AND PUBLIC IMPROVEMENTS:
VILLacE
AND REVENUE
.�.
MID
EXPENSE
Finance Officer Powers gave a slide presentation of the Long Range
Financial. Plan for the Village. The following recommendations
were made:
1. Reduce the Public Works infrastructure by $400,000.00.
2. Reduce $200,000.00 of other capital expenditures.
3. Sales tax revenue $7.3 million for 1992 -93.
4. Raise the Utility Tax (5, 51 5) effective May 1. 1993.
5. Eliminate the garbage subsidy in 1992 -93 and thereafter.
6. $1.1 million in road construction and in other subsequent
years.
7. $1 million for York Road and 22nd Street pbojects included
in 1994 -95.
Personnel cost increase over -all in 1992 --93, 7.8 %; 1993 -94, 7.8 %;
1994 -95, 7.8%; 1996 -97, 7 -9%, depending upon Board policy and
whether the health issue is addressed.
President Bushy recommended the Board address the Utility Tax.
She requested. Staff to have the information for the Board in
January. President Bushy thanked Staff for the dedicated effort
of addressing the financial status of the Village.
David Gooder requested the Board to postpone the Utility Tax issue
until the Village receives six months of Sales Tax revenue to
determine whether it is needed. He predicted a 25% increase in
the Sales Tax revenue from last,year.
President Bushy requested a motion from the Board for Staff to
investigate the installation of security cameras j" t!la tillage
Commons for safety precautions. They had been installed years ago
but were removed. The monitors and wiring are still operable.
Trustee Bartecki recommended installing a buzzer and locking the
West doors of the Village Commons and installation of an intercom
at the East doors.
Trustee Winters moved to direct Staff to receive quotes for three
(3) security camera installations of the Village Commons for Board
review at the January meeting. Seconded by Trustee Skinner.
VOICE VOTE: Motion carried.
Trustee Winters amended the motion to process some type of
security system for the Village Commons for review by the Board at
their January meetings Seconded by Trustee Skinner. VOICE VOTE:
Motion carried.
VILLAGE OF OAK BROOK Minutes 8 December 8, 1992
v ® a. G o-r- Wd
1 a-q- q4L 0
11. NEW BUSINESS:
A. Ac0EPTANCE OF 1991/92 VILLAGE FIMCIAL AUDIT:
Trustee Bartecki moved to table this item to the January meeting.
Seconded by Trustee Payovich. VOICE VOTE: Motion carried.
B. AUDIT... PROPOSAL FOR yEAR ENDIYG APRIL 30, 1993:
Trustee Bartecki moved to table this item to the January meeting.
Seconded by Trustee Payovich. VOICE VOTE: Motion carried.
12. ADJOURNMENT:
Trustee Bartecki moved to adjourn the meeting at 12:07 a.m. Seconded by
Trustee Skinner. VOICE VOTE: Motion carried.
ATTEST:
T LA
a 9. Gonnella
Village Clerk
btmn128
-
VILLAGi O,Ff,.OAK,_$ROOK Minutes 9
/-V/
December Be 1992
1991/92 AUDIT
AUDIT PROPOSAL
FY ENDING
APRIL 309 1993
ADJOURNMENT