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Minutes - 12/10/2002 - Board of Trustees1 2 3 MINUTES OF THE DECEMBER 10, 2002 PUBLIC HEARING OF THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF OAK BROOK APPROVED AS WRITTEN ON JANUARY 14, 2003. CALL TO ORDER: The Public Hearing of the Village Board of Trustees was called to order by President Bushy in the Samuel E. Dean Board Room of the Village Commons at 7:22 p.m. The meeting was called pursuant to Notice given by law, copy of which is attached. ROLL CALL: President Bushy called the roll with the following persons PRESENT: President Karen M. Bushy, Trustees George T. Caleel, John W. Craig, Susan Chase Korin, Elaine Miologos and Alfred P. Savino. ABSENT: Trustee Stelios Aktipis. IN ATTENDANCE: Michael A. Crotty, Acting Village Manager; Dale L. Durfey, Jr., Village Engineer; Debra J. Jarvis, Fire Chief; Darrell J. Langlois, Finance Director; Richard A. Martens, Village Attorney; Ruth A. Martin, Library Director; Allen W. Pisarek, Police Chief; Bonnie Sartore, Bath & Tennis Club Manager and Trey VanDyke, Golf Club Manager. PUBLIC HEARING — PROPOSED 2003 BUDGET: President Bushy acknowledged that the Village Board of Trustees held their Budget Workshop on November 25, 2002. Staff spent the last several months working on the formal budget document that was presented at the Budget Workshop for informal discussion with the department heads, Village Board and any public comment was welcomed. State Statute requires that a Public Hearing be held on the proposed budget for the Village of Oak Brook's twelve- month calendar year commencing January 1, 2003 and ending December 31, 2003. The proposed 2003 Municipal Budget has been available for public review since mid November. President Bushy indicated that the Village of Oak Brook's 2003 Municipal Budget has been placed on tonight's active agenda for approval. President Bushy asked if anyone wished to publicly comment on the budget. Since no one appeared to comment, President Bushy called for a motion to adjourn. VILLAGE OF OAK BROOK Minutes N Page 1 of 2 December 10, 2002 CALL TO ORDER ROLL CALL PUBLIC HEARING 4. ADJOURNMENT: Motion by Trustee Savino, seconded by Trustee Caleel, to adjourn the Special Meeting at 7:27 p.m. VOICE VOTE: Motion carried. ATTES �o coda K. onnella, CMC Village Clerk VILLAGE OF OAK BROOK Minutes 1� 6,1 Page 2 of 2 December 10, 2002 ADJOURN MINUTES OF THE DECEMBER 10, 2002 REGULAR MEETING OF THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF OAK BROOK APPROVED AS WRITTEN ON JANUARY 14, 2003. CALL TO ORDER: CALL TO ORDER The Regular Meeting of the Village Board of Trustees was called to order by President Bushy in the Samuel E. Dean Board Room of the Village Commons at 7:27 p.m. The Pledge of Allegiance was given. 2. ROLL CALL: ROLL CALL Village Clerk Linda Gonnella called the roll with the following persons PRESENT: President Karen M. Bushy, Trustees Stelios Aktipis, George T. Caleel, John W. Craig, Susan Chase Korin, Elaine Miologos and Alfred P. Savino. ABSENT: None. IN ATTENDANCE: Michael A. Crotty, Acting Village Manager; Dale L. Durfey, Jr., Village Engineer; Debra J. Jarvis, Fire Chief; Robert L. Kallien, Jr., Director of Community Development; Darrell J. Langlois, Finance Director; Richard A. Martens, Village Attorney; Ruth A. Martin, Library Director; Michael J. Meranda, Public Works Director; Allen W. Pisarek, Police Chief, Bonnie Sartore, Bath & Tennis Club Manager and Trey VanDyke, Golf Club Manager. 3. ANNOUNCEMENTS AND OPEN FORUM: ANNOUNCE President Bushy welcomed Alireza Nili from Hinsdale Central High School who is taking an advanced government course and was in attendance to view the Village Board. He will meet with President Bushy to discuss local government operations. 4. APPROVAL OF MINUTES: MINUTES Motion by Trustee Caleel, seconded by Trustee Korin, to approve the Minutes of the Regular Board of Trustees Meeting of November 12, 2002 as presented and waive the full reading thereof. VOICE VOTE: Motion carried. Motion by Trustee Caleel, seconded by Trustee Korin, to approve the Minutes of the Special Board of Trustees Meeting of November 18, 2002 as presented and waive the full reading thereof. VOICE VOTE: Motion carried. VILLAGE OF OAK BROOK Minutes Page 1 of 17 December 10, 2002 N 4. Motion by Trustee Caleel, seconded by Trustee Korin, to approve the Minutes of the Special Board of Trustees Meeting of November 19, 2002 as presented and waive the full reading thereof. VOICE VOTE: Motion carried. Motion by Trustee Caleel, seconded by Trustee Korin, to approve the Minutes of the Committee -of- the -Whole Meeting of November 25, 2002 as presented and waive the full reading thereof. VOICE VOTE: Motion carried. Motion by Trustee Caleel, seconded by Trustee Korin, to approve the Minutes of the Special Board of Trustees Meeting of December 2, 2002 as presented and waive the full reading thereof. VOICE VOTE: Motion carried. Motion by Trustee Caleel, seconded by Trustee Korin, to approve the Minutes of the Special Board of Trustees Meeting of December 3, 2002 as presented and waive the full reading thereof. VOICE VOTE: Motion carried. 5. CONSENT AGENDA: All items on the Consent Agenda are considered to be routine in nature and will be enacted in one motion. Motion by Trustee Caleel, seconded by Trustee Korin, to approve the Consent Agenda as presented and that the Board has determined that the circumstances necessitating the change orders were not reasonably foreseeable at the time the contract was signed and that the change orders are in the best interest of the Village and are authorized by law. ROLL CALL VOTE: Ayes: 6 - Trustees Aktipis, Caleel, Craig, Korin, Miologos and Savino. Nays: 0 - None. Absent: 0 - None. Motion carried. A. APPROVAL OF BILLS - $447,175.94 Significant items included above: 1) A C Pavement Striping — Payout #2 & Final — 2002 Micro - Surfacing Project - $111,081.91 2) R. W. Dunteman Co. — Payout #8 & Final — 2001 Paving Project - $10,000 3) Allsteel, Inc. — Payout # 1 & Final — Municipal Complex Project - $127,271.76 4) Ace World Wide Moving & Storage — Payout # 1 — Municipal Complex Project - $18,018.85 VILLAGE OF OAK BROOK Minutes 16 Page 2 of 17 December 10, 2002 C. AGENDA BILLS - $477.175.94 B. APPROVAL OF PAYROLL FOR PAY PERIOD ENDING NOVEMBER PYRL - $596,172,30 23, 2002 - $596,172.30 C. CHANGE ORDERS: CHNGE ORDERS 1) CHANGE ORDER # 6 — 2001 PAVING & DRAINAGE PROJECT — C046 -01 PVNG PROJ - RW ($62,455.60) — R. W. DUNTEMAN CO.- REVISED TOTAL DUNTEMAN CO. CONTRACT AMOUNT - $1,656,723.06 2) CHANGE ORDER # 3 — 2002 PAVING PROJECT - $2,046.16 — R. W. CO$3 - 02 PVNG PROJ - RW DUNTEMAN CO. — REVISED TOTAL CONTRACT AMOUNT - DUNTEMAN CO. $284,443.22 D. REFERRALS: None. E. AUTHORIZATION TO SEEK BIDS OR PROPOSALS OR NEGOTIATE CONTRACTS: None. F. MICHAEL E. SCHEID SUBDIVISION — ACCEPTANCE OF ACPT SUB IMPR- RDCF SUB SEC. -- SUBDIVISION IMPROVEMENTS & REDUCTION IN SUBDIVISION MICHAEL F SECURITY SCHEID SUB 6. ITEMS REMOVED FROM CONSENT AGENDA: None. 7. BOARD & COMMISSION RECOMMENDATIONS: RMVD C AGNDA BD /COMM RECOM A. REMOVE FROM THE TABLE - VILLAGE OF OAK BROOK — ZONING TxT AMND - TITLE 13 CHAPT 3 SEC 13- ORDINANCE REVIEW PROJECT — TEXT AMENDMENT — TITLE 13 3 -6 -B - FENCES OF THE VILLAGE CODE — CHAPTER 3 GENERAL ZONING PROVISIONS — SECTION 13 -3 -6 -B FENCES Trustee Savino asked for a consensus from the Village Board before referring this back to the Plan Commission and Zoning Board of Appeals. He recognized that there had been suggestions relating to chain link fences, but did not feel that a consensus had been reached. Trustee Aktipis stated that he agreed with Trustee Caleel on the opinion that chain link fences should only be used at the perimeter of a community along with landscaping. Trustee Savino also suggested that fence height should be discussed. He suggested determining aesthetics now rather than later. Trustee Aktipis stated his issue remains if rod iron fences are wanted in residential areas. Swimming pools are permitted to be fenced with a rod iron fence. VILLAGE OF OAK BROOK Minutes R Page 3 of 17 December 10, 2002 7 A. Trustee Caleel stated the Board needs solutions for all of these issues. He suggested that chain link fences be considered for the perimeter of the Village. Trustee Savino questioned if it is the direction of the Board to allow chain link fence only at the Village's perimeter? It was the consensus of the Board to allow chain link fences around the perimeter of the Village but not within residential properties. Trustee Miologos recommended that the Board not make a standard for chain link fences, but require an applicant to request a variation for this type of fencing. Village Attorney Martens indicated that the Board would have to set standards to grant for variations. Trustee Savino asked if the Board wished to remove this agenda item from the table and proceed with the recommendation. Motion by Trustee Caleel, seconded by Trustee Aktipis, to remove from the table the Village of Oak Brook - Zoning Ordinance Review Project -Text Amendment- Title13 of the Village Code - Chapter 3 General Zoning Provisions - Section 13 -3 -6 -B Fences. VOICE VOTE: Motion carried. Trustee Korin asked how long this topic would take to process through the regular schedule. Community Development Director Kallien stated if staff could review this subject in the next few days it could be addressed by the Plan Commission at their January meeting. If staff was not able to collect the information for the January meeting it would be on the agenda in February. Attorney Martens suggested that an appraiser be sought to provide input on real estate values based on fences for this process. He felt that they would be able to comment on whether certain types of fences could be detrimental to property values. An appraiser could come before one of the hearing bodies or give a written opinion on this. This would need some to time to complete. Attorney Martens suggested that there be some consensus among the Board at their January 14th meeting of language that is being sent to the Plan Commission. The Zoning Ordinance Review Committee will review this further and draft language for a January Board meeting before it is sent to the Plan Commission or Zoning Board of Appeals for further review. Trustee Savino requested that the motion be addressed by the Village Board. Specifically, he is interested in discussing whether it is advisable to move forward implementing the recommendations of the Plan Commission in order to exercise some measure of control over the appearance of chain link fences while the additional research concerning the relationship between chain link fences and property value is conducted. VILLAGE OF OAK BROOK Minutes W Page 4 of 17 December 10, 2002 7. A. Motion by Trustee Caleel, seconded by Trustee Savino, to concur with the recommendations of the Plan Commission and Zoning Board of Appeals to recommend approval of the request from the Village of Oak Brook for text amendments to Chapter 3 — Fences and authorize the Village Attorney to draft the necessary ordinance for final consideration at the January 14, 2003 Board of Trustees meeting. VOICE VOTE: Motion carried. Nays: Trustee Miologos. Trustee Miologos asked to amend this motion to include chain link fences only at the Village's perimeter. Village Attorney Martens indicated the Board would need standards for this. Staff suggested that this might be in violation of DuPage County's six -foot fencing around pools requirement and indicated that it would be researched. Trustee Aktipis stated that fences around tennis courts are ten feet high. Attorney Martens stated one would need to prove hardship and not detrimental to the surrounding property if a variation is requested. Trustee Caleel asked not to amend the motion until further information is researched by staff. B. ZUBI'S PLAT OF SUBDIVISION — 3719 MADISON STREET — FINAL ZUBI'S PLT OF SBDV - 3719 PLAT MADISON STRT Plan Commission Recommendation Final Plat of Subdivision — At its meeting on November 18, 2002, the Plan Commission reviewed an application from Michael and Haneen Zubi requesting approval of a final plat of subdivision for the two lots located at 3719 and 3723 Madison Street. This action will consolidate two existing lots as well as to reconfigure the north property line to match the new boundary which will result with the approval of the Beard's Plat of Resubdivision (PC Case 2002- 022FP). As part of this request, the applicant is seeking waiver to several requirements of the Subdivision Regulations including storm sewer stubs, street lighting, sidewalks, curb and gutter, and street tree plantings. By a vote of 6 to 0, the Plan Commission recommended approval of the final plat of subdivision subject to the following conditions: 1. Address all issues contained in the memorandum dated October 15, 2002 from Village Engineer Durfey including final engineering approval. 2. Waiver of the requested subdivision improvements. In making this recommendation, the Plan Commission found that the plat of subdivision meets the applicable standards required for approval of a final plat of subdivision. VILLAGE OF OAK BROOK Minutes 8 Page 5 of 17 December 10, 2002 7. B. Motion by Trustee Savino, seconded by Trustee Aktipis, that the Village Board concur with the recommendation of the Plan Commission and authorize the Village Attorney to draft the necessary resolution for final consideration at the January 14, 2003 Village Board meeting. VOICE VOTE: Motion carried. C. BEARD'S PLAT OF RESUBDIVISION — 3711 MADISON STREET — BEARD'S PLAT OF RESUB - 3711 FINAL PLAT MADISON STREET Plan Commission Recommendation Final Plat of Subdivision — At its meeting on November 18, 2002, the Plan Commission reviewed an application from Ms. Susan Beard requesting approval of a final plat of resubdivision for the two lots located at 3707 and 3711 Madison Street. This action will reconfigure the southern boundary of these lots to match a new boundary which will result with the approval of the Zubi Plat of Subdivision (PC Case 2002- 02117P). As part of this request, the applicant is seeking waiver to several requirements of the Subdivision Regulations including storm sewer stubs, street lighting, sidewalks, curb and gutter, and street tree plantings. By a vote of 6 to 0, the Plan Commission recommended approval of the final plat of resubdivision subject to the following conditions: 1. Address all issues contained in the memorandum dated October 15, 2002 from Village Engineer Durfey including final engineering approval. 2. Clarify the address on the final plat is 3711 Madison Street. 3. Waiver of the requested subdivision improvements. In making this recommendation, the Plan Commission found that the plat of resubdivision meets the applicable standards required for approval of a final plat of subdivision. Motion by Trustee Savino, seconded by Trustee Aktipis, that the Village Board concur with the recommendation of the Plan Commission and authorize the Village Attorney to draft the necessary resolution for final consideration at the January 14, 2003 Village Board meeting. VOICE VOTE: Motion carried. 8. ACTIVE AGENDA (Items for Final Action): ACTIVE AGENDA A. CONFIRMATION OF APPOINTMENTS: None. VILLAGE OF OAK BROOK Minutes Page 6 of 17 December 10, 2002 I 8. B. ORDINANCES & RESOLUTIONS: 1) ORDINANCE 2002 -BU -EX3 -S -1028, "AN ORDINANCE ADOPTING ORD02-BU- EX3 -S- THE BUDGET OF THE VILLAGE OF OAK BROOK FOR 2003" BUDG DPT 2003 The ordinance includes a revenue exhibit, an expenditure exhibit and a fund summary. The figures are the same as those presented in the proposed budget document reviewed by the Board at the Budget Workshop on November 25, 2002. Motion by Trustee Aktipis, seconded by Trustee Savino, that the Village Board approve Ordinance 2002 -BU -EX3 -S -1028, "An Ordinance Adopting the Budget of the Village of Oak Brook for 2003." ROLL CALL VOTE: Ayes: 6 - Trustees Aktipis, Caleel, Craig, Korin, Miologos and Savino. Nays: 0 - None. Absent: 0 - None. Motion carried. 2) ORDINANCE 2002 -WA -G -707, "AN ORDINANCE AMENDING ORD 02 -WA -G -707 AMND CHPT 5 OF CHAPTER 5 OF TITLE 8 OF THE VILLAGE CODE OF THE T[T[.E a HPT 5 OF VILLAGE OF OAK BROOK, ILLINOIS AND ADJUSTING WATER -ADJ WTR cHRGS CHARGES" At the Village Board meeting on November 26, 2002, authorization was given to proceed with an automated meter reading program due to NICOR no longer providing meter reading services for the Village. Although the initial cost is substantial ($1.2 million), the Water Fund is in the financial position to be able to absorb this large capital outlay and still maintain an appropriate cash reserve. In order to begin to recover the cost of this large capital outlay over approximately 10 years, the 2003 -2007 Five -Year Financial Plan and 2003 Budget proposed an increase in the monthly service charge for water from $5.00 to $7.00. Traditionally, the service charge component of the Village's water rate structure has been used to recover the cost of meter reading and billing since these activities have nothing to do with the amount of water consumed. For this reason staff is recommending adjusting the monthly service charge and not the consumption rate. Trustee Craig stated he is against increasing the water rates because he disagreed with the purchase of the water meters and will vote no as he feels it is not a good time to make this type of expenditure. VILLAGE OF OAK BROOK Minutes M Page 7 of 17 December 10, 2002 8. B. 2) Motion by Trustee Aktipis, seconded by Trustee Savino, that the Village Board approve Ordinance 2002 -WA -G -707, "An Ordinance Amending Chapter 5 of Title 8 of the Village Code of the Village of Oak Brook, Illinois and Adjusting Water Charges ", increasing the monthly service charge for water service from $5.00 per month to $7.00 per month effective January 1, 2003. ROLL CALL VOTE: Ayes: 5 - Trustees Aktipis, Caleel, Korin, Miologos and Savino. Nays: 1 - Trustee Craig. Absent: 0 - None. Motion carried. 3) RESOLUTION 2002 - SAP -EX2 -R -822. "A RESOLUTION RES 02- SAP - EX2 -R- 822 APRV SAL PLN APPROVING THE SALARY PLAN AND SALARY & SAL ADMN POL- ADMINISTRATION POLICY FOR NON - REPRESENTED NON -REPR EMPLVS EMPLOYEES FOR 2003" zoo3 The Village's Salary Administration Policy provides for pay ranges to be adjusted as of each January 1 with due consideration given to the change in the Chicago- Gary -Lake County "All Items" Consumer Price Index ( "CPI ") for the twelve months ending on the preceding September 30, the Employment Cost Index for Wages & Salaries ( "ECI ") published for the third quarter, and the pay practices of the municipalities established through collective bargaining as the Village's "labor comparables." The Salary Administration Policy also provides that the Salary Plan be further monitored by means of a consultant pay and classification study on a triennial basis. The most recent such review was completed in 2000 and implemented in 2001. That review consisted of both an internal assessment of job responsibilities relative to pay and an external market wage survey using the comparable communities that were identified in the 1997 arbitration proceeding involving the Village and Teamsters Local 714 — Law Enforcement Division. The CPI, ECI and pay practices of the labor comparables were all considered in developing a recommended 3.5 percent adjustment to all pay grades for 2003. Although the September CPI was only 1.3 percent, the ECI for wages and salaries applicable for State and local government employees was 2.5 percent higher at 3.8. Additionally, the average May 1, 2002 range adjustment among the Village's labor comparables was 3.51 percent. Motion by Trustee Caleel, seconded by Trustee Aktipis, that the Village Board approve Resolution 2002 - SAP -EX2 -R -822, "A Resolution Approving the Salary Plan and Salary Administration Policy for Non - Represented Employees for 2003." ROLL CALL VOTE: VILLAGE OF OAK BROOK Minutes Page 8 of 17 December 10, 2002 I 8. B. 3) Ayes: 6 - Trustees Aktipis, Caleel, Craig, Korin, Miologos and Savino. Nays: 0 - None. Absent: 0 - None. Motion carried. 4) RESOLUTION 2002 - FLSA -R -823 "A RESOLUTION AMENDING RES 02- FLSA- R -823, THE FAIR LABOR STANDARDS ACT POLICIES FOR THE AMND ELSA PoLCY VILLAGE OF OAK BROOK" The 2003 Salary Plan includes the re- titling of the Fire Captain position to Battalion Chief. Because this is a position considered exempt from the wage and hour provisions of the Fair Labor Standards Act, it is necessary to re -adopt the Village's Fair Labor Standards Act Policy to incorporate the Battalion Chief position among the other exempt positions. Motion by Trustee Aktipis, seconded by Trustee Caleel, that the Village Board approve Resolution 2002 - FLSA -R -823, "A Resolution Amending the Fair Labor Standards Act Policies for the Village of Oak Brook," adopting the 2003 Fair Labor Standards Act Policy which lists those positions considered exempt from the wage and hour provisions of the Act. ROLL CALL VOTE: Ayes: 6 - Trustees Aktipis, Caleel, Craig, Korin, Miologos and Savino. Nays: 0 - None. Absent: 0 - None. Motion carried. 5) ORDINANCE 2002- PL -RR -S -1031 "AN ORDINANCE AMENDING oRD oz- PL -RR -S- ARTICLES IV AND VI OF THE PERSONNEL MANUAL OF THE ARTCLS iv & vi of VILLAGE OF OAK BROOK PERS MAN The 2003 Salary Plan includes the re- titling of the Fire Captain position to Battalion Chief. It is necessary to amend the Personnel Manual incorporating the new title in the appropriate places. Motion by Trustee Caleel, seconded by Trustee Korin, that the Village Board adopt Ordinance 2002- PL -RR -S -1031, "An Ordinance Amending Articles IV and VI of the Personnel Manual of the Village of Oak Brook," an ordinance amending Article IV, Section 3 B 1 and Article VI, Section 6 C 1 of the Village of Oak Brook Personnel Manual to reflect the re- titling of the Fire Captain position to Battalion Chief. ROLL CALL VOTE: Ayes: 6 - Trustees Aktipis, Caleel, Craig, Korin, Miologos and Savino. Nays: 0 - None. Absent: 0 - None. Motion carried. VILLAGE OF OAK BROOK Minutes Page 9 of 17 December 10, 2002 0 8. B. 6) ORDINANCE 2002 -PP -S -1029, "AN ORDINANCE AUTHORIZING ORD 02-PP-S-1029 AUTH SALE OF THE SALE OF CERTAIN PERSONAL PROPERTY OWNED BY PERS PROP - M, THE VILLAGE OF OAK BROOK" ROLLS ROYCE The item to be auctioned is a 1981 Rolls Royce Corniche convertible. This vehicle was donated to the Oak Brook Police Department with the understanding that all proceeds from its sale would be used only to purchase police department equipment. A minimum reserve auction price of $35,000 will be established and a fully equipped semi - marked police vehicle will be purchased with the proceeds. Over the past three years this additional vehicle has been budgeted for and each year, due to budgetary constraints, the purchase of the vehicle was not authorized. Motion by Trustee Caleel, seconded by Trustee Korin, that the Village Board approve Ordinance 2002 -PP -S -1029, "An Ordinance Authorizing the Sale of Certain Personal Property Owned by the Village of Oak Brook" which declares a 1981 Rolls Royce as surplus property and authorizes the auction of said surplus property which is no longer necessary or useful to the Village of Oak Brook. ROLL CALL VOTE: Ayes: 6 - Trustees Aktipis, Caleel, Craig, Korin, Miologos and Savino. Nays: 0 - None. Absent: 0 - None. Motion carried. 7) ORDINANCE 2002- SD- RR- EX -1 -G -708, "AN ORDINANCE ORD 02- SD- RR -EX- 1 -G -708 AMND AMENDING TITLE 14, SUBDIVISION REGULATIONS OF THE TITLE to - SUBDIv VILLAGE CODE OF THE VILLAGE OF OAK BROOK" REGLTNS Pursuant to Village Board direction, Ordinance 2002-SD-RR-EX-1-G- 708 approves a comprehensive amendment to Title 14, "Subdivision Regulations" of the Village Code. Motion by Trustee Miologos, seconded by Trustee Aktipis, that the Village Board approve Ordinance 2002- SD- RR- EX -1 -G -708, "An Ordinance Amending Title 14, Subdivision Regulations, of the Village Code of the Village of Oak Brook." ROLL CALL VOTE: Ayes: 6 - Trustees Aktipis, Caleel, Craig, Korin, Miologos and Savino. Nays: 0 - None. Absent: 0 - None. Motion carried. 8) ORDINANCE 2002- SWM- RR -EXI -G -709, "AN ORDINANCE ORD 02- SWM -RR- EX 1 -G- 709 AMENDING TITLE 9, STORMWATER MANAGEMENT OF THE AMND TITLE 9 - VILLAGE CODE OF THE VILLAGE OF OAK BROOK RELATING STRMwTR TO STORMWATER, FLOOD PLAIN, SEDIMENTATION AND MANAGMNT EROSION CONTROL REGULATIONS VILLAGE OF OAK BROOK Minutes a Page 10 of 17 December 10, 2002 8. B. 8) Pursuant to Village Board direction, Ordinance 2002-SWM-RR-EXI-G- 709 approves a comprehensive amendment to Title 9, " Stormwater, Flood Plain and Sedimentation and Erosion Control Regulations. Motion by Trustee Miologos, seconded by Trustee Caleel, that the Village Board approve Ordinance 2002- SWM- RR- EX -1 -G -709, "An Ordinance Amending Title 9, Stormwater Management, of the Village Code of the Village of Oak Brook Relating to Stormwater, Flood Plain, Sedimentation and Erosion Control Regulations." ROLL CALL VOTE: Ayes: 6 - Trustees Aktipis, Caleel, Craig, Korin, Miologos and Savino. Nays: 0 - None. Absent: 0 - None. Motion carried. 9) ORDINANCE 2002- ZO -TA -G -710, "AN ORDINANCE AMENDING ORD02-Z,O-['A-G- 710, AMND SEC 13- SECTION 13 -10E -2 OF THE VILLAGE CODE OF THE VILLAGE 'OE-2 VCODE- OF OAK BROOK RELATING TO PERMITTED USES IN THE 0-4 PERM USE IN 0-4 DISTRICT" DISTR. Pursuant to the request of the Village Board, Ordinance 2002- ZO -TA- G -710 amends Section 13 -10E -2 of the Village Code relating to permitted uses in the 0-4 District. This text amendment includes non- residential, post baccalaureate schools as a special use. Motion by Trustee Savino, seconded by Trustee Caleel, to approve Ordinance 2002- ZO -TA -G -710, "An Ordinance Amending Section 13- 10E-2 of the Village Code of the Village of Oak Brook Relating to Permitted Uses in the 0-4 District" ROLL CALL VOTE: Ayes: 6 - Trustees Aktipis, Caleel, Craig, Korin, Miologos and Savino. Nays: 0 - None. Absent: 0 - None. Motion carried. 10)ORDINANCE 2002- ZO -SU -S -1030, "AN ORDINANCE GRANTING ORD02- ZO -SU -S- 1030 , SPEC USE - A SPECIAL USE FOR A NON - RESIDENTIAL POST NON RES SCHOOL BACCALAUREATE SCHOOL (2122 YORK ROAD. OAK BROOK. R ." Pursuant to the request of the Village Board, Ordinance 2002- ZO -SU -S- 1030 grants a special use to allow not more than 1 5,000 square feet of space in the building located at 2122 York Road to be used for educational purposes. VILLAGE OF OAK BROOK Minutes R7 Page 11 of 17 December 10, 2002 8. B. 10)Motion by Trustee Savino, seconded by Trustee Caleel, to approve Ordinance 2002- ZO -SU -S -1030, "An Ordinance Granting a Special Use for a Non - Residential, Post Baccalaureate School (2122 York Road, Oak Brook, IL)." ROLL CALL VOTE: Ayes: 6 - Trustees Aktipis, Caleel, Craig, Korin, Miologos and Savino. Nays: 0 - None. Absent: 0 - None. Motion carried. C. AWARD OF CONTRACTS: AWARD CT 1) 2003 MARKETING CAMPAIGN — OAK BROOK HOTEL, MRKTNG CMPGN - OB HOTEL, CONV & CONVENTION & VISITORS COMMITTEE VISITCMTE On September 10, 2002, and upon the recommendation of the Hotel, Convention & Visitors Committee, the Village Board authorized staff to negotiate a contract with Creative Marketing, a division of General Marketing Associates, Inc., for the development and implementation of the 2003 marketing campaign. At its November 7, 2002 meeting, the Committee recommended that the Village Board approve the 2003 marketing campaign and authorize the Village Manager to execute the necessary agreements, following staff review. The campaign includes scheduled media placements, direct mail pieces, fulfillment pieces and e-mail broadcasts targeted at group (or business) travelers as well as leisure travelers. Advertisements are contemplated in publications such as Successful Meetings, Meeting Guide to the Midwest, Midwest Meetings, Illinois Meetings & Events, Chicago Tribune, Daily Herald, Midwest Living and the DuPage Convention and Visitors Guide. The campaign also includes tracking services, call management, web maintenance and hosting and fulfillment services (group and leisure brochures). The 2003 Budget (Program 171 -7360) includes an appropriation of $300,000 for the 2003 Marketing Campaign. The additional $19,327 will be offset by reduced invoices for media placements based on Illinois State grant funds received throughout the campaign due to the Village's affiliation with the DuPage Convention and Visitors Bureau. Motion by Trustee Craig, seconded by Trustee Korin, that the Village Board approve the 2003 marketing campaign totaling $319,327, as recommended by the Oak Brook Hotel, Convention and Visitors Committee, and authorize the Village Manager to execute the necessary agreements after review by the Village Attorney. ROLL CALL VOTE: VILLAGE OF OAK BROOK Minutes Page 12 of 17 December 10, 2002 0 8. C. 1) Ayes: 6 - Trustees Aktipis, Caleel, Craig, Korin, Miologos and Savino. Nays: 0 - None. Absent: 0 - None. Motion carried. 2) HIGH VOLUME COPIER REPLACEMENT Three sealed bids were opened on Wednesday, December 4, 2002. Bid packages were sent out to five companies. The companies that did not bid were unable to meet the Village's specifications. Specifications for the copier are: 85 copies per minute, 600 dpi resolution, automatic reverse document feeder, paper capacity 3,000 sheets, automatic unlimited duplexing, plain paper, transparencies, tabs, index, photo mode, auto paper select, zoom lens 25% - 400% (1% increments) and tab insertion. Accessories for the copier are: Finisher /Stapler SR810, Large Capacity Tray RT 42 — 4,550 sheets, Punch Kit Type 850, Print Controller Type 850, Interface — Ethernet Network Interface Card 10/100 Base T, Memory — 128 MB, Language — PCL 6, and Printer Hard Disk Drive — 4GB. The IS Department also recommended that the copier be upgraded with Adobe Post Script 3 Language. Savin Corporation's price is for either the Savin #2585 or the Ricoh #1085. Trustee Caleel asked why there was a per copy charge when the equipment is purchased and owned by the Village. Manager Crotty responded that it is part of the maintenance agreement. Trustee Caleel asked for an estimate of the cost of 3,000,000 copies for a per copy charge. Manager Crotty responded that the annual cost varied between $8,200 - $10,500 over a 6 % year span. He added that maintenance costs on the older machine were considerably more than what were expected from the new machine as a result of new technology, etc. The expectation will be approximately a $5,000 savings for the first year. Finance Director Langlois responded to a question indicating that the maintenance charge would be the same if the copier were purchased or leased. He added that leasing was at an implied 5% interest rate and the Village only receives 2% interest on its money. In addition, the lease would require the Village to buy the equipment at the end of the contract at fair market value. Motion by Trustee Caleel, seconded by Trustee Savino, that the Village Board award a contract to the lowest responsive and responsible bidder Savin Corporation, 180 North LaSalle Street, Suite 3130, Chicago, Illinois 60601 subject to staff review, for a Savin Model 42585 or Ricoh Model #1085 for a total price of $24,128.00 and declare the Xerox Copier #5385 (being replaced) as surplus. ROLL CALL VOTE: VILLAGE OF OAK BROOK Minutes Page 13 of 17 December 10, 2002 / HIGH VOLUME COPIER REPLCMNT 8. C. 2) Ayes: 6 - Trustees Aktipis, Caleel, Craig, Korin, Miologos and Savino. Nays: 0 - None. Absent: 0 - None. Motion carried. 3) POLICE DEPARTMENT REPLACEMENT SQUADS /STATE OF POL DEPT SQUAD ILLINOIS JOINT PURCHASING PURCHASE Pursuant to the provisions of Section 1 -7 -10 of the Village Code of the Village of Oak Brook and Compiled Statutes, the Village is permitted to join with other governmental units in order to benefit from cooperative purchasing arrangements. The four units to be replaced are 1994 and 2001 vehicles with mileage ranging from 68,000 to 88,000. Delivery is expected approximately 90 days after receipt of order. The vehicles being replaced will be sold through the June, 2003 DuPage Mayors & Managers Conference vehicle auction (an ordinance to declare the vehicles as surplus property will be presented prior to the auction). Funds in the amount of $131,950.00 are contained in the Proposed 2003 Budget in the Equipment Replacement Program (342 -9020) for these replacement vehicles. Motion by Trustee Caleel, seconded by Trustee Aktipis, that the Village Board waive further bidding since the State of Illinois already conducted the bid process and award a purchase order to Landmark Ford, Inc., 2401 Prairie Crossing Road, Springfield, Illinois 62707 for four 2003 Ford Crown Victoria police vehicles and one 2003 Ford Expedition in the amount of $108,743.00. ROLL CALL VOTE: Ayes: 6 - Trustees Aktipis, Caleel, Craig, Korin, Miologos and Savino. Nays: 0 - None. Absent: 0 - None. Motion carried. D. ISSUANCE OF 2003 SCAVENGER/SOLID WASTE HAULER 2003 SCAVENGER LICENSES ICENSES The Village Code provides for one residential scavenger license (to be issued to the hauler awarded the residential contract by the Village) and an unlimited number of commercial scavenger licenses. Pursuant to Section 4- 3-2 of the Village Code, the Village Board issues scavenger licenses upon recommendation of the Village Manager. Licenses are for the calendar year and the Board normally considers recommendation at its December meeting. VILLAGE OF OAK BROOK Minutes Page 14 of 17 December 10, 2002 6 10 D. Motion by Trustee Caleel, seconded by Trustee Aktipis, that the Village Board of Trustees approve issuance of a residential and commercial scavenger /solid waste hauler license to BFI Waste Systems of North America, Inc. and issuance of commercial scavenger /solid waste hauler licenses to Crown Recycling and Waste Services, Inc.; DisposAll Waste Services, Inc.; Flood Brothers Disposal Co., Inc.; Hillside /Arc Disposal; Onyx Waste Services, Inc.; Roy Strom Refuse Removal Service, Inc.; Van Ryn Scavenger Service, Inc. and Waste Management. ROLL CALL VOTE: Ayes: 6 - Trustees Aktipis, Caleel, Craig, Korin, Miologos and Savino. Nays: 0 - None. Absent: 0 - None. Motion carried. INFORMATION & UPDATES: A. VILLAGE PRESIDENT: President Bushy announced that she participated in the ribbon cutting ceremonies for the new Loehman's and Walter E. Smithe stores and both stores were delighted with the public response. She wished the Board, staff and the Village residents well during the holidays and asked to please remember those who serve in the Armed Forces overseas to protect our country. B. VILLAGE MANAGER: Acting Village Manager Crotty explained that the Police Department has moved to the former Library as their area within the Village Hall is being completely renovated. DEPARTMENTAL REPORTS — LIAISON ASSIGNMENTS: Community Development Trustee Savino Finance & Purchasing Trustee Aktipis Library & Technology Trustee Korin Public Safety Trustee Caleel Engineering, Public Works & Safety Pathway System Trustee Miologos Sports Core, Community Events & Hotel, Convention Trustee Craig & Visitors Committee Village Clerk Clerk Gonnella Departmental reports were accepted as presented. VILLAGE OF OAK BROOK Minutes Page 15 of 17 December 10, 2002 'NO INFO & UPDATES VLLG PRES VLLG MGR DEPT RPTS 11. UNFINISHED AND NEW BUSINESS: UNFIN & NEW BUSINESS A. DISCUSSION — TITLE 12 OF THE VILLAGE CODE — VILLAGE DISC - TITLE 12 - RECREATIONAL FACILITIES (SPORTS CORE ORDINANCE) SP S CORE ORD The Village Board reviews the ordinance that governs the Sports Core (Title 12 of the Village Code - "Village Recreational Facilities ") each fall, after the conclusion of the summer season and in conjunction with the financial planning and budgeting processes. Manager Crotty explained the principal changes as follows: Sec. 12 -2 -3. A new golf rate schedule is established which increases non- resident greens fees $1 and resident fees $.50 to $1. Membership fees increase $25 to $50 depending on class. Sec. 12- 3 -2 -A. General Membership fees increase by $50 for Unlimited classes and $25 for Swimming or Tennis only classes. A "Tennis Associate" fee is established at $75 in this section, reflective of a new type of membership entitling the member to use the tennis facilities by paying a court fee per hour. This membership does not include any swimming privileges. Sec. 12- 3 -2 -E. The individual guest fee provision is re- structured to provide a single fee of $6 for children under the age of 12 and $10 for adults, with no distinction between resident or non - resident status. Sec. 12 -3 -3. The definition for the new Tennis Associate membership is included. Sec. 12- 3 -6 -D. This provision prohibits children under the age of 18 to use the spa. Discussion ensued related to the administrative issues that brought about the changes. Motion by Trustee Caleel, seconded by Trustee Craig, to authorize the Village Attorney to draft the necessary ordinance for Board action at the January 14, 2003 Village Board meeting. VOICE VOTE: Motion carried. 12. OTHER BUSINESS PERTAINING TO VILLAGE OPERATIONS: OTHER BUS. Trustee Savino inquired of the Hotel Committee's consideration of funding the July 4th celebration from the hotel /motel tax revenue. Manager Crotty will report to the Board on this further. VILLAGE OF OAK BROOK Minutes Page 16 of 17 December 10, 2002 13. ADJOURN TO CLOSED MEETING: To consider the appointment, ADJRN - CLSD MTG employment, compensation, discipline, performance or dismissal of specific employees of the public body. Motion by Trustee Caleel, seconded by Trustee Craig, to adjourn at 9:37 p.m. to a closed meeting to consider the appointment, employment, compensation, discipline, performance, or dismissal of specific employees of the public body. ROLL CALL VOTE: Ayes: 6 - Trustees Aktipis, Caleel, Craig, Korin, Miologos and Savino. Nays: 0 - None. Absent: 0 - None. Motion carried. 14. ADJOURNMENT: ADJRN Motion by Trustee Miologos, seconded by Trustee Craig, to adjourn the meeting at 10:20 p.m. VOICE VOTE: Motion carried. ATTEST: r-1 �- eN UirAa K. onnella, CMC Village Clerk VILLAGE OF OAK BROOK Minutes Page 17 of 17 December 10, 2002