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Minutes - 12/09/1997 - Board of Trusteesf ,N ;� 'S Cr'� +gyp ♦rx .r Y,n, ' tea VILLAC"J'E OF OAK BROOK 0K ILLINOI -� h,15_' 3.2 E HO N:E 6;0 0)0- Wo FA\ t);1` 900•%.%7 t, NOTICE OF PIJ�LIC HEARING PUBLIC BEARING Village of Oak Brook DuPage and Cook Counties In Illinois The Village President and Board of Trustees will conduct a public hearing on the proposed budget for the Village of Oak Brook for the twelve -month calendar year commencing January 1,1998 and ending December 31,1998 at 7:15 p.m. on Tuesday, December 911997. The meeting will be held in the Samuel E. Dean Board Room at the V'"llage Hall, 1200 Oak Brook Road, Oak Brook, Illinois. The proposed 1998 Municipal Budget is available for review by the public at the Oak Brook Library at 1112 Oak Brook Road and at the Village Mall at 1200 Oak Brook Road The Village welcomes your comments at the December 9, 1997 meeting on the Proposed 1998 Municipal Budget. VILLAGE OF OAK BROOK In accordance with the provisions of the Americans with Disabilities Act, any individual who is in need of a reasonable accommodation in order to participate in or benefit from attendance at a public meeting of the Village of Oak Brook should contact Michael Crotty, the Village's ADA Coordinator at (630)990 -5738 as soon as possible before the meeting date. mr:botnot 0 0 VILLAGE 01 OAK BROOK Minutes of the PUBLIC HEARING '^ . UNOFFICIAL, UNTIL. APPROVED AS WRITTEN �_ OR AS AMENDED BY VILLAGE BOARD ON - January 13, 1998 ]'he Public I leering was called to order by President Bushy at 7 :26 p.m. in the Samuel E. Dean Board Room of the Village Commons. The meeting was call pursuant to Notice given by law, copy of which is attached., The Clerk called the roll with the following persons PRESENT: President Bushy, Trustees Caleel, McInerney and Shumate. ABSENT: Trustees Bartecki, Kenny and Savino. IN ATTENDANCE: Stephen B. Veitch, Village Manager; Michael A. Crotty, Assistant to the Village Manager; Debra J. Jarvis, Fire Chief/Building Commissioner; Darrell J. Langlois, Finance Officer /Treasurer; Richard A. Martens, Village Attorney; Ruth A. Martin, L.ibriary Director, Allen W. Pisarek Chief of Police; Bonnie Sartore, Bath and Tennis Club Manager; and Trey VanDyke, Golf Club Manager. Village Manager Veitch announced a Special Meeting Budget Workshop was held on December 6, 1997 from 9:08 a.m. to 10:02 a.m. to discuss in public the proposed 1998 Village of Oak Brook Budget. He stated the proposed 1998 Village Budget was distributed to the Village Board on November 7, 1997 and placed on file November 11, 1997 for public review at the Oak Brook Public Library and Village Hall reception desk. The budget process obtains its overall policy guidance from the Mission and Vision statements adopted by the Board in 1995, that is reviewed annually; and Ordinance 95 -FI- S -793, the Village Board's policy ordinance on Finance, Taxation and Budget. The 1998 Municipal Budget reflects continued adherence to three basic principles that have underpinned Village budgets for several wears: 1. Maintenance of the high levels of public service that the community expects from the Village of Oak Brook. 2. Provision of the resources needed to achieve the specific objectives established by the Village Board and staff in each program area. VILLAGE OF OAK BROOK PUBLIC 14EARING Minutes Page l of 2 December 9, 1997 4. 3. High degree of confidence that the projected year -end financial condition in each fund will be equal to or better than that projected in the current F ive -Yt ar Financial Plan. The total budget for operating and capital expenditures (excluding non - operating and interfund activities) is $26,319,490. The total expenditure budget, unglus non- operating and interfund activities, is $30,226,600 on total revenues of $29,687,710. Total unrestricted cash balances (excluding pension funds) are budgeted to decrease approximately $2.2 million from the estimated January 1, 1998 balances. Capital improvements for which funds have been accumulated in prior years are the primary causes of the overall decline in cash balances. In addition, the cash balance in the Water Fund is also expected to decrease as a result of continuing to pass through to water customers the DuPage Water Commission rebates and freed -up bond reserves through the artificially low water rate that has been in effect since 1995. President Bushy again publicly thanked Village Manager Veitch, Finance Officer/Treasurer Langlois and staff for their dedication in producing our 1998 Municipal Budget. She asked if anyone wished to publicly comment. No one appeared. Motion by Trustee McInerney, seconded by Trustee Shamate, to adjourn the Public Hearing at 7:32 p.m. VOICE VOTE: Motion carried. ATTEST: Linda K. Gonnella, C '� Village Clerk pubhear12997bu VILLAGE OF OAK BROOK PUBLIC HEARING Minutes Page 2 of 2 December 9, 1997 e VILLAGE OF OAK BROOK Minutes Deomber 9. 1997 UNOFFICIAL UNTIL APPROVED AS WRITTEN X OR AS AMENDED _ BY VILLAGE BOARD ON January 13, 1998 The Regular Meeting of the Board of Trustees was called to order by President Bushy in the Samuel E. Dean Board Roam of the Village Commons at 7:33 p.m. Pledge of Allegiance was given. The Clerk called the roll with the following persons PRESENT: President Bushy, Trustees C aleel, Kenny, McInerney and Shumate. ABSENT: Trustees Bartecki and Savino. IN ATTENDANCE: Stephen B. Veitch, Village Manager; Michael A. Crotty, Assistant to the Village Manager; Debra J. Jarvis, Fire Chief/Building Commissioner; Darrell J. Langlois, Finance Officer/T ~easurer; Richard A. Martens, Village Attorney; Ruth A. Martin, Library D,,-ector; Allen W. Pisarek, Chief of Police; Bonnie Sartore, Bath and Tennis Club Manager; and Trey VanDyke. Golf Club Manager. 91111F We _M)W�WtWe 94"01 Barbara Benezra, 35 Windsor Drive, read a letter to the Board of Trustees explaining a leaf disposal problem she and her husband have had for years. in the letter she commended Public Works Street Foreman, Lee Hann;ner, for resolving their leaf disposal problem. President Bushy indicated Viat Superintendent of Public Works Meranda and Forman Hammer -will receive a copy of this letter. She further explained that leaves may be placed on a resident's property in the public right -of way, as Village -otimed property. Trustee Kenny thanked Mrs. Benezra for coming before the Village Board and publicly commending our staff for their efforts. *rrua,tee McInerney stated his appreciation for George Mueller's efforts in coordinating the 'Thanksgiving Day activities for the Great Lakes sailors' visit to Oak Brook. President Bushy acknowledged the flag is at half staff in memory of retired Oak Brook Firefighter, George Wokks, who passed away this past week. VILLAGE OF OAK BROOK Minutes i of 9 December 9, 1 997 MEETING CALL ROLL CALL ANNOUNCEMENTS AND OPEN FORUM 4. 5. FA R AMMUNIN Motion by "rrustee McInerney, seconded by Trustee Caleel, to approve the minutes of the Special Joint Meeting of the Board of Trustees and Plan Commission of November 20, 1997 as presented and waive the full reading thereof. VOICE VOTE: Motion carried. Motion by Trustee McInerney, seconded by Trustee Shumate, to,approve the minutes of the Regular Meeting of November 25, 1997 as presented and waive the full reading thereof. VOICE VOTE: Motion carried. MINUTES Motion by Trustee McInerney, seconded by Trustee Kenny, to approve the Omnibus Agenda. ROLL CALL VOTE: Ayes: 4 - Trustees Caleel, Kenny, McInerney and Shumate. Nays: 0 - None. Absent: 2 - Trustees Bartecki and Savino. Motion carried. APPROVAL OF lS1LLJ A. APPROVAL OF 311J S: Approved Omnibus Vote. $2591,624.25 B. AI!PRQVAL OE PAYRQLL '... PEELIQU ENDINQ CHANGE NQVEMBER 29,1227: Approved Omnibus Vote. $302,721.70(gross) C. • ►. . D. PAX TS: PAYOUTS: 1. JAMES J. BENES & ASSMAIES. INC. - PAYOUT #2 - 1298 1998 PAVING PAVIN PRO,j,EC 'r - DE IS ERVICE_S _...111.646.15: PROJECT Approved Omnibus Vote. 2. JAMES J. BENES & ASSOCIAT,�' , INC. - PAYOUT 0r, 22ND/YORK AND O K CQ,�j T��1 TION �,�' YIC S -,��4 501.16 CONSTRUCTION Approved Omnibus Vote. 3. JAMES J. BENES & AS,O ,IAT ES, INC - PAYO 1' #14 - 1997 L997 PAVING PAYIN.' PR) y T - CQNSTRLICTIQN - 51,.162.75: Approved PROJECT Omnibus Vote, P. AUTI IC? 1 `.A1IONT CE SEEK 11112S QR P&Q S S: VILLAGE OF OAK BROOK Minutes 2 of 9 December 9, 1997 0 0 1. UIE-. - ROUTE 83 WATER ROAD TO GINC ER F' I : Approved Omnibus Vote. MAIN EnENSION 2. 1228 EAVINQ MIELE - .EQR�'i�: Approved Omnibus 1.998 PAVING Vote. A PROJECT -MFT PORT RES.97-TX-MFT- MAINIENANCE QE STREETS AND HICHWAYSAY R-700 Approved Omnibus Vote. H. REQUEST TO AUTHORIZE Cf�jy,T,R,CT N : Q11ADQNS - FIRE STATION #1 F.iRE STATION. -1- ARCHITECTUR„ AL D .SI iN SERVICES: ARCHITECTURAL Approved Omnibus Vote. DESIGN SERVICES CONVENTION & VISITORS MMMUTEE -20% QE THIRD THIRD QUARTER CQNVENTIQN r BUREAU - $171,122,12: Approved • Vote. CAMPAIQN: Approved Omnibus Vote. 1997 MARKETING CAMIPAIGN • Molt :. • 1. 1010i 'I's C14140ke LIM: The entire ordinance includes a revenue exhibit, an expenditure exhibit, and a fund summary. The format is the same as that found in the draft budget document. The only change from the numbers as presented in the proposed budget document placed on file for public inspection November 11, 1997 and reviewed by the Board at the Budget Workshop on December 6, 1 997 is in program 341 - Garage Operations, The amounts found in account number 7810 - Vehicle Operation & Maintenance should have been budgeted in account VILLAGE OF OAK BROOK Minutes 3 of 9 December 9, 1997 ORD . 9 7- BU -EX3 -- S -890 ADOPTING THE BUDGET FOR 1998 number 7520- Vehicle Replacement Charge. This change has been incorporated in the Budget Ordinance and will be included in the final published budget document. No totals are affected by this change. Motion by Trustee McInerney, seconded by Trustee Shumate, to pass Ordinance 97- BIJ -EX3 -S -590, "An Ordinance Adopting The Budget Of The Village Of Oak Brook For 1995 ", as presented and waive; the full reading thereof. ROLL CALL VOTE: Ayes: 4 - 'Trustees Caleel, Kenny, McInerney and Shunime. Nays: 0 - None. Absent: 2 - Trustees Bartecki and Savino. Motion carried. Discussed and direction given at the Regular meeting of November 25, 1997. 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) end (d) -- greens fees and membership fees have been adjusted per the rive -Year Financial Plan. Section 14 -12(e) -- the change would permit the permanent tee time deposit to be guaranteed via credit card. VILLAGE OF OAK BROOK Minutes _: 7,)% 4 of 9 December 9, 1997 RECREATIONAL o • Section 14 -12(t) -- modified to permit special greens the arrangements for golf leagues. Section 14 -12(g) -- cart rental fees have been adj usued per the Five - Year Financial Plar. Section 14 -12(h) -- subparagraph (15) modified to permit domestic animals (i.e., the dogs we use to discourage geese) as authorized by 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 - Year Financial Plan. Section 14 -13(b) -- Bath and 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 been 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. As noted at the meeting on November 25, the swim team fee schedule in Section 14- 13(8)(4) has not been amended at this point. However, it is staff s intent to establish participation fees that recover the costs of putting on the swim team program. It is very likely that changes to those fees will be recommended early in the New Year, once the costs of the 1998 swim team program are better known. Motion by Trustee Caleel, seconded by Trustee Kenny, to pass Ordinance 97 -SC -EX 1- G-.605, "An Ordinance Adopting A Comprehensive Amendment To Chapter 14 Entitled "Village Recreational Facilities" Of The Code Of Ordinances Of The Village Of Oak Brook, Illinois ", governing operation of the Oak Brook Sports Core for 1998 as presented and waive the full reading thereof. ROLL CALL, VOTE: Ayes: 4 - Trustees C -ilecl, Kenny, McInerney and Shumate. Nays: 0 - None. Absent: 2 - Trustees Bartecki and Savino. Motion carried. VILLAGE OF OAK BROOK Minutes 5 0." 9 December 9, 1997 R �` 0 The Village Board, at its meeting of Marcl, 26, 1996, declared this vehicle surplus and authorized staff to obtain proposals through a broker. The broker, B&P Apparatus, Inc., will receive a commission of 10 percent ($3,400) resulting in net proceeds to the Village of $30,600. Delivery is scheduled to take place on January 5, 1998. Motion by 'Trustee Kenny, seconded by Trustee Caleel, to accept the offer submitted by St. liddwig Volunteer Fire Department, Adkins, Texas, for the 1971 American LaFrance Fire Pumper, at a total price of $34,000. ROIL CALL VOTE: Ayes: 4 - Trustees Caleel, Kenny, McInerney and Shumate. Nays: 0 - None. Absent: 2 - Trustees Bartecki and Savino. Motion carved. President Bushy commended our Fire Department for their excellent maintenance of our equipment, as the Village received $30,600 for this 1971 piece of equipment. E : Trustee Bartecki - Village Manager Veitch reported that most of the storm sewers along 22nd Street have been installed and work has started along York Road in the 22nd Street/York Road Project. Last Tuesday, the contractor snagged an unmarked 2 -inch gas service line which necessitated the closing of 22nd Street for about two hours. He noted an excellent job by our Police and Fire personnel during this period. Periods of heavy traffic congestion have been experienced due to specific storm sewer work. As the storm sewer work ends, this congestion will cease. Next will be the excavation if the weather remains warm. 1998 Drainage Project design is substantiallly finished on the MFT portion (the Saddle Brook Subdivision), and staff is seeking permission at this meeting to bid. Design of the Infrastructure Fund portion continues. Einano and Hotel Committee: Trustee McInerney - The Village continues to remain on target for the upcoming January 1 conversion of the accounting system. The investment policies of both 011 Pol'c a and Firefighters' Pension Funds are in the process of being revised h. ,)..-der to incorporate the new law increasing the limit on equity - related investments from , j% to 35 %. New policies should be in place early in 1998. VILLAGE. OF OAK BROOK Minutes 6 of 9 December 9, 1997 DEPARTMENTAL REPORTS - LIAISON ASSIGNMENTS Earlier this evening the Board approved the Oak Brook Hotel, Convention and Visitors Committee marketing program to increase weekend stays at the hotels. The amount requested in the 1998 Budget is $3,000 less than this year. : Trustee Kenny - The Fire Department responded to 193 emergency fire and rescue calls during the Month of November. Of those, 103 were fire related calls and 90 were ambulance calls. Mutual aid was given to other communities for four fire calls and three ambulance calls. Mutual aid was received from other communities for three fire calls and six ambulance calls. Oak Brook assisted Westmont on a residential fire November 20th. On November 26, our paramedics successfully resuscitated a heart patient in full arrest. The patient was transported to good Samaritan Hospital and is expected to be released this week. One paramedic received advanced certification in Advanced Cardiac Life Suppoil. One Shift Commander attended a one -day personnel law seminar. Four firefighters and one officer attended a one -day IR.MA Emergency Medical Services Liability Seminar. The Fire Chief attended a 12 -hour Emergency Medical Services Costing Seminar. The Fire Chief also gave a one -hour presentation on Fire Department job descriptions for the Illinois Fire and Police Commissioners Seminar in Schaumburg. On -duty firefighters and paramedics conducted fire pre -plan building familiarization at the AT &T Building and Executive Towers. Various other personnel participated in monthly special rescue training. In addition, all personnel trained in self - contained breathing aparatus and ropes and knots. A home fire occurred in Forest Glen that caused $140,000 damage to the home. Trustee Kenny commended our fire personnel, since this fire was under control within thirty minutes saving the home without incident of injw-ies. Libma: Trustee Caleel - The Oak Brook Garden Club generously donated their time and decorations to make the Library festive during the holidays. Thanks to Nancy Hayden, Barbara Huck and all their helpers. The Voices of Vision talking -books program is a free service available to anyone who is blind or unable to read standard print (with corrective aids) or cannot hold or turn the pages of books because of a physical disability. Even if the condition is temporary. a person can stay in touch with the joy of reading. If you know of someone who could benefit from this program, contact the Circulation Desk at the Library. The Library's display case features the inkwell and writing implements collection of Wayne and Nancy Pritzel. Holiday preschool story times offer fun, music, crags and delightful tales at the Library during December. Pte: Trustee Shumate - Explained the three home burglaries in Oak Brook were salved. A burglary ring was arrested that had committed 120 burglaries in the north and northwest suburbs of Chicago. VILLAGE OF OAK BROOK Minutes 7 of 9 December 9, 1997 r Works: Trustee Savino - Village Manager Veitch reported that crews, including Water division personnel, have been extremely busy with the leaf collection program. With the exception of several water main breaks, normal for this time of year, this has been the department's main focus for the past several weeks. As of December 5th, staff has collected 4,694 yards of leaves compared to 4,777 yards for the same period last year. Due to the change in weather, all trucks have been reconfigured with snow and ice control equipment. The Village's Vac -All unit, which is not part of snow /ice control operations, remained operable for leaf collection and continued collection of leaves, but officially terminated this afternoon. The Village has experienced several water main breaks over the past month. Typically, the Village averages 63 breaks per year. To date, 58 have occurred. As water main breaks are caused by a number of factors, it is almost impossible to predict the number of breaks from year to year. For example, the Village experienced 85 breaks during 1994 and only 25 during 1978. Village Clerk: Clerk Gonnella - Eleven (11) companies have received their tobacco products licenses for twenty (20) locations in Oak Brook. The Oak Brook Bath and Tennis Club hosted the Municipal Clerks of DuPage business meeting this month. Clubhouse International has received their liquor license for operation of their facility. yill_ag_e PresideW: President Bushy - The Sports Core staff is pleased to announce that the Cross Country Ski Season and the new skating rink will officially open, weather permitting, on January 5, 1998. Skis may be obtained at the Sports Core Administration Building or bring your own and follow the trail. A skating rink will be located East and South of the Administration building. Staff has determined that the parking lot lights shed sufficient light to make it an appropriate area to place an ice rink. The rink will be open during the normal business hours of the Tennis Dome and office, 9:00 a.m. to 9 :00 p.m. This is a safer and more intelligent way to offer skating,. Executive Chef, Bryan Shanahan, has been asked to prepare dinner the second week in February for the American Culinary Foundation. The guest list will be 70 of the leading chefs from the Chicago Metropolitan area. All cooking; materials are provided through the American Culinary Foundation. This is quite an honor for Bryan and the Bath and Tennis Club. The snow covered golf course in the middle of last month appears to have prevented a record setting,ycar for rounds of golf, but a record was set on November 8th when 97 golfers played in the 7th Annual Turkey Shoot passing last year's total of 72 players. Statistics for November are: rounds of golf, up 5,569; greens fees up $123,609; cart fees, tip $65,770; driving range fees up $24,328; lounge sales up $31,613; and pro shop sales down $3,658. VILLAGE OF OAK. BROOK, Minutes 8 of December 9, 1997 e • President Bushy expressed condolences to Village Engineer Durfey and his family due to the loss of his father. She acknowledged Police Chief Pisarek upon his return from surgery and congratulated Finance Off cer /Treasurer Langlois on the birth of his son. President Bushy observed she participated in a conference of forty suburban municipal mayors with Chicago Mayor Daley. The conference attendees formed a coalition of the metropolitan Mayors Caucus to address economic concerns of the Chicago metropolitan region. A future meeting in February is scheduled to be held in Oak Brook at the McDonald's campus. President Bushy remind yd residents for any holiday partids, that parking is permitted only on one side of our local s•.rWzts. This safeguard ensures that our emergency vehicles may travel our local streets. You may contact the Police Department, as they will assist residents in determining where to place no parking" signs in the public right -of -way. President Bushy extended., on behalf of the Village staff and Board of Trustees, a special holiday greeting for Media One cablevision. She wished the best of holiday seasons to all and requested if an en ergency should occur in your area to please call 911 for assistance during the holiday season. 9. UNFINISHED AND NEW BjjSINESS- (Final No 10. OTHER-BUS ES. S PERI - VL OPER A'TIONS: Trustee Shumate asked if the entire Village of Oak Brook is under the new Zip OAK BROOK Code of 60523. President Bushy indicated it entails all of Oak Brook with the ZIP CODE exception of a post office box. Oak Brook Post Office box zip code is 60522. She commended Legislators Harris Fawell and Henry Hyde for their efforts in receiving the new postal zip code for Oak Brook. ADJOURNMENT 11. ADJOURNMENT: Motion by Trustee McInerney, seconded by Trustee Caleel, to adjourn the meeting at 8:17 p.m. VOICE VOTE: Motion carried. ATTEST: �r Linda K. Gonnella, C Village Clerk bot 12997 el VILLAGE OF OAK BROOK Minutes 9 of 9 December 9, 1997