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Minutes - 12/14/1999 - Board of Trustees91- VILLAGE OF OAK BROOK Minutes of the PUBLIC HEARING DECEMBER 14, 1999 UNOFFICIAL UNTIL APPROVED AS WRITTEN ✓_ OR AS AMENDED _ BY VILLAGE BOARD ON MEETING CALL: The Public Hearing was called to order by President Bushy in the Samuel E. Dean Board Room of the Village Commons at 7:21 p.m. The meeting was called pursuant to Notice given by law, copy of which is attached. 2. ROLL CALL: The Village Clerk called the roll with the following persons PRESENT: President Bushy, Trustees Craig, McInerney and Savino. ABSENT: Trustees Butler, Caleel, and Kenny. IN ATTENDANCE: Stephen B. Veitch, Village Manager; Michael A. Crotty, Assistant Village Manager; Debra J. Jarvis, Fire Chief, Bruce F. Kapff, Director of Information Services & Purchasing; Robert L. Kallien, Jr., Community Development Director; Darrell J. Langlois, Finance Director /Treasurer; Richard A. Martens, Village Attorney; Ruth A. Martin, Library Director; Michael J. Meranda, Public Works Director; Allen W. Pisarek, Chief of Police; Bonnie Sartore, Bath & Tennis Club Manager; Trey VanDyke, Golf Club Manager and Lt. Robert Cronholm, Fire Department. 3. PUBLIC HEARING — PROPOSED 2000 MUNICIPAL BUDGET: President Bushy acknowledged that the Village Board of Trustees held their Budget Workshop on December 4, 1999. 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, 2000 and ending December 31, 2000. The proposed 2000 Municipal Budget had been available for public review at the Oak Brook Library and at the Village Hall prior to the Budget Workshop. The Village of Oak Brook's 2000 Municipal Budget has been placed on tonight's active agenda for approval. President Bushy asked if anyone wished to publicly comment. No one appeared to comment. VILLAGE OF OAK BROOK PUBLIC HEARING Minutes Page 1 of 2 December 14, 1999 MEETING CALL ROLL CALL 1000 BUnceT PUB III:ARING 4. ADJOURNMENT: Motion by Trustee McInerney, seconded by Trustee Savino, to adjourn the Public Hearing at 7:25. p.m. ATTEST: Linda K. Gonnella, CMC /AAE Village Clerk pubh=2000 VILLAGE OF OAK BROOK PUBLIC HEARING Minutes A, Page 2 of 2 December 14, 1999 ADJOURN. OF 04 0 0 e� n ,o O COUNTI VILLAGE OF OAK BROOK 1200 OAK BROOK ROAD OAK BROOK, ILLINOIS 60523 -2255 PHONE: 630 990 -30C% FAX: 630 990-0876 W E B S I T E: www.oak- brook.or; NOTICE OF PUBLIC HEARING PUBLIC HEARING 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, 2000 and ending December 31, 2000 at 7:15 p.m. on Tuesday, December 14, 1999. The meeting will be held in the Samuel E. Dean Board Room at the Village Hall, 1200 Oak Brook Road, Oak Brook, Illinois. The proposed 2000 Municipal Budget is available for review by the public at the Oak Brook Library at 1112 Oak Brook Road and at the Village Hall at 1200 Oak Brook Road. The Village welcomes your comments at the December 14, 1999 meeting on the Proposed 2000 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. rf:noticcs120001'Y1B 4- 2. VILLAGE OF OAK BROOK Minutes of the VILLAGE BOARD MEETING of DECEMBER 14, 1999 UNOFFICIAL UNTIL APPROVED AS WRITTEN v OR AS AMENDED _ BY VILLAGE BOARD ON 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 7:31 p.m. Pledge of Allegiance was given. ROLL CALL: The Village Clerk called the roll with the following persons PRESENT: President Bushy, Trustees Craig, McInerney and Savino. ABSENT: Trustees Butler, Caleel, and Kenny. IN ATTENDANCE: Stephen B. Veitch, Village Manager; Michael A. Crotty, Assistant Village Manager; Dale L. Durfey, Jr., Village Engineer; Debra J. Jarvis, Fire Chief; Bruce F. Kapff, Director of Information Services & Purchasing; Robert L. Kallien, Jr., Community Development Director; Darrell J. Langlois, Finance Director/Treasurer; Richard A. Martens, Village Attorney; Ruth A. Martin, Library Director; Michael J. Meranda, Public Works Director; Allen W. Pisarek, Chief of Police; Bonnie Sartorc, Bath & Tennis Club Manager; Trey VanDyke, Golf Club Manager and Lt. Robert Cronllolm, Fire Department. ANNOUNCEMENTS & OPEN FORUM: Joe Fullan, 122 Timber View Drive, Oak Brook, Illinois, requested that lie read into the record a letter addressed to Village Manager Veitch. He stated that on Saturday, December 4, 1999 he arrived at the Village Hall at 8:30 a.m. to participate in the annual Budget Workshop. Michael Crotty advised him that the actual schedule was for 9:00 a.m. as the first order of business was a thirty minute closed session. He decided not to remain for the open meeting but before leaving requested a copy of the proposed Municipal Budget 2000. His letter was his reaction to the executive summary in the copy of the proposed Budget. He congratulated Village Manager Veitch and his staff for the readability, high quality and completeness of the documents involved. The results budgeted, incorporated into a management by objectives system of analysis, is very understandable and quite comprehensive for someone not trained in accounting procedures and the supporting statistical data rounds out the picture very well for interested readers. The fact that the Village Manager VILLAGE OF OAK BROOK Minutes Page 1 of 28 December 14, 1999 MITTir,c CALL ROLL CALL A`NOUNCE.M[ A i & OPEN FORUM 4. contributes some of the favorable results achieved with guidance provided by the Board's mission statement and a statement of objectives, speaks well for the teamwork involved in successful joint adventures. It all came through to him as a well- documented summary of on -going work in progress. He assured Village Manager Veitch that he has continued to earn Mr. Fullan's respect for the outstanding performance and wished him well with future challenges. He reiterated that the Village Board and community are well served by Mr. Veitch in his position as Village Manager. Trustee McInerney remarked of the marvelous event of the Snowflake Ball by the Oak Brook Civic Association. He commended the Association for all of the events that are held throughout the year for our residents. He acknowledged in the audience George C. Mueller, Zoning Board of Appeals member, for his years of dedicated service in bringing the Great Lakes sailors to the Village for Thanksgiving Day with residents in Oak Brook and the surrounding communities. APPROVAL OF MINUTES: Motion by Trustee McInerney, seconded by Trustee Savino, to approve the minutes of the Regular Meeting of November 23, 1999, as presented and waive the full reading thereof. VOICE VOTE. Motion carried. Motion by Trustee McInerney, seconded by Trustee Savino, to approve the Special Board of Trustees Meeting of December 4, 1999 for the 2000 Budget Workshop. VOICE VOTE. Motion carried. OMNIBUS AGENDA: All items oil the Omnibus 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 from the Omnibus Agenda and considered as the first item after approval of the Omnibus Agenda. Motion by Trustee McInerney, seconded by Trustee Savino, to approve the Omnibus Agenda. ROLL CALL VOTE: Ayes: 4 - President Bushy, Trustees Craig, McInerney and Savino. Nays: 0 - None. Absent: 3 - Trustees Butler, Caleel and Kenny. Motion carried. A. APPROVAL OF BILLS: Approved Omnibus Vote. VILLAGE OF OAK BROOK Minutes Page 2 of 28 December 14, 1999 MINUTES BOT 11/23%99 2000 Buy ixt Workshop APPROVAL OF BILLS - S76J.321 72 a B. APPROVAL OF PAYROLL FOR PAY PERIOD ENDING PAYROLL- NOVEMBER 27,1999: Approved Omnibus Vote. S346.003.84 (gross) C. CHANGE ORDERS: 1) CHANGE ORDER #5 - 1997 PAVING PROJECT: Approved 1997 PAVING Omnibus Vote. PROJECT 2) CHANGE ORDERS #1 & #2 - 1999 PAVING & WATER MAIN 1999 PAVING PROJECT: Approved Omnibus Vote. & WATER MAIN D. PAYOUTS: 1) NICHOLAS & ASSOCIATES INC. - PAYOUT #9 -GOLF GOLF CLUBHOUSE EXPANSION - $46,632.00: Approved Omnibus CLUBIIOUSE Vote. EXPANSION 2) HALLORAN & YAUCH - PAYOUT #4 -GOLF COURSE GOLF COURSE IRRIGATION IRRIGATION SYSTEM REPLACEMENT S246,420.00: Approved Omnibus Vote. 3) CALLAGHAN PAVING INC. - PAYOUT #7 & FINAL - 1997 1997 PAVING PROII :cr PAVING PROJECT - $31.494.72: Approved Omnibus Vote. 4) CALLAGHAN PAVING INC. - PAYOUT 94 & FINAL - 199S 1998 PAINS; PROJEC1 PAVING PROJECT (MFT PORTION) - $13,192.20: Approved Omnibus Vote. (,,IFT PORTION) 5) JAMES J. BENES & ASSOCIATES INC. - PAYOUT # 14 - 1999 P:\VING PROJI- l 1999 PAVING PROJECT - $6.697.43: Approved Omnibus Vote. G) JAMES J. BENES & ASSOCIATES INC. - PAYOUT 92 - 2000 2000 PAVING PROJrcT PAVING PROJECT - $26.718.85: Approved Omnibus Vote. 7) LEMONT PAVING CO. - PAYOUT #1 - 1999 SAFETY 1999 SAFETY PA 1*1I PROI PATHWAY PROJECT - $52 117.20: Approved Omnibus Vote. 8) CAROW ARCHITECTS PLANNERS - PAYOUT #10 - LIBRARY DESIGN LIBRARY DESIGN - $54,800.5 1: Approved Omnibus Vote. E. REFERRALS: None. VILLAGE OF OAK BROOK Minutes Page 3 of 28 December 14, 1999 16 F. AUTHORIZATION TO SEEK BIDS OR PROPOSALS: 1) 2000 PAVING PROJECT: Approved Omnibus Vote. 2000 PAV. PRUJ G. REQUEST FOR CLOSING CASTLE DRIVE - 2000 PAVING CASTLE DR. PROJECT: Approved Omnibus Vote. 2000 PAV. PROJ, H. REQUEST FOR RELEASE OF FUNDS OF OAK BROOK HOTEL, oaIICvC- CONVENTION & VISITORS COMMITTEE - 20% OF 1999 3RD QUARTER THIRD QUARTER HOTEL TAX RECEIPTS TO THE DUPAGE I IOTEL TAX CONVENTION & VISITORS BUREAU - $17,501.18: Approved RECEIPTS Omnibus Vote. I. ACCEPTANCE OF SUBDIVISION IMPROVEMENTS &- CELOZZI surf REDUCTION IN SUBDIVISION SECURITY — CELOZZI'S IMPRV. & SEC SUBDIVISION: Approved Omnibus Vote. REDUCTION J. RESOLUTION # 1999 -TX -MFT -R -733 A RESOLUTION RES 099.TX. REPEALING RESOLUTION 1999 -TX -MFT -732 ENTITLED Nurr -R -733 RESOLUTION FOR MAINTENANCE OF STREETS AND MAINT. HIGHWAYS BY. MUNICIPALITY UNDER THE ILLINOIS ST & IIIC11%VN• HIGHWAY CODE: Approved Omnibus Vote. K. RESOLUTION # 1999 -TX -MFT -R -734 A RESOLUTION FOR RES 01)9. rN. IMPROVEMENT BY MUNICIPALITY UNDER THE ILLINOIS Mr-r -R -73.4 HIGHWAY CODE (2000 PAVING PROJECT — MFT PORTION): 2000 PAV ITJ Approved Omnibus Vote. ITEMS REMOVED FROM OMNIBUS AGENDA: None. ACTIVE AGENDA (Items For Final Action): A. APPOINTMENTS: No Business. B. ORDINANCES & RESOLUTIONS: 1) ORDINANCE 1999- CD -BC -EX I -G -649 AN ORDINANCE OlM H99-CD-11C. AMENDING CHAPTER 5 OF THE CODE OF ORDINANCES I:XI- G -t,49 MIND OF THE VILLAGE OF OAK BROOK RELATING TO ORD ICI -rX;S & BUILDINGS AND BUILDING REGULATIONS: BLDG. RIGS VILLAGE OF OAK BROOK Minutes Page 4 of 28 December 14, 1999 The Village of Oak Brook has drafted an ordinance which adopts the International Property Maintenance Code as amended by the changes set forth in Section 3 of the ordinance. At the November 23, 1999 Village Board Meeting, staff presented the 1998 International Property Maintenance Code (with local amendments) for discussion. From the discussion that ensued, staff has made several changes that are now reflected in the final ordinance. Language was developed to address maintenance issues relating to existing water features including those designated as stormwater management facilities (section 302.10). Additional language was also drafted establishing parameters for the storage of construction materials on an existing property (section 302.11). In response to concerns raised by Trustee Savino that the previous language was not adequate to address issues relating to water quality, including odors originating from standing water, staff is recommending some additional modifications that are also contained in the final ordinance. Motion by Trustee Savino, seconded by Trustee McInerney, that the Village Board approve Ordinance 1999- CD -BC -EX 1 -G -649, "An Ordinance Amending Chapter 5 Of The Code Of Ordinances Of The Village Of Oak Brook Relating To Buildings And Building Rc�ulations,"' as presented and waive the full reading thereof. ROLL CALL VOTE: Ayes: 4 - President Bushy and Trustees Craig, McInerney and Savino. Nays: 0 - None. Absent: 3 - Trustees Butler, Caleel and Kenny. Motion carried. 2) ORDINANCE # 1999 -BU -EX3 -S -958 AN ORDINANCE ADOPTING THE BUDGET OF THE THE VILLAGE OF OAK BROOK FOR 2000: The ordinance adopts the 2000 budget. The entire ordinance includes a revenue exhibit, an expenditure exhibit, and a fund summary. The figures are as presented in the proposed budget document reviewed by the Board at the budget workshop on December 4, 1999. VILLAGE OF OAK BROOK Minutes 00 Page 5 of 28 December 14, 1999 ORD X99 -BU- EX3 -S -951 2000 BUDGET Motion by Trustee McInerney, seconded by Trustee Savino, that the Village Board adopt Ordinance #1999- BU -EX3 -S -958, "An Ordinance Adopting the Budget of the Village of Oak Brook for 2000," as presented and waive the full reading thereof. ROLL CALL VOTE: Ayes: 4 - President Bushy and Trustees Craig, McInerney and Savino. Nays: 0 - None. Absent: 3 - Trustees Butler, Caleel and Kenny. Motion carried. President Bushy acknowledged the Oak Brook budget is a year long process. The Village Board begins each year by examining their vision and mission statement. Village Board objectives are reviewed early in the year that are then refined so staff has an idea of the elected officials expectations. These are continually refined until it eventually becomes the proposed budget dissected at the Budget Workshop with final adoption this evening. She publicly commended Village Manager Veitch, Finance Director Langlois, Assistant Village Manager Crotty and the department heads for their efforts in this process. 3) ORDINANCE # 1999 -PL -G -650 AN ORDINANCE CREATING THE POSITION OF DEPUTY POLICE CHIEF IN THE VILLAGE OF OAK BROOK POLICE DEPARTMENT: Pursuant to the 2000 budget, the Village Attorney has drafted an ordinance creating the position of Deputy Chief of Police and authorizing the Police Chief to make the appointment. President Bushy explained the Illinois legislature passed legislation that allows the Chief of Police to appoint a Deputy Chief rather than having it is a tested position in a different rank. If the Chief of Police decides that the person shall no longer serve in that capacity, then that person would revert back to the rank held before the appointment. This is an important difference in the structure of the management of that department and it is why this position was not appointed until now. A Deputy Chief has been needed for quite some time but it is the first time the Village is able to have one that is structured in the appropriate way. President Bushy noted in Section 2 of the ordinance where it states the Village amend Section 11 -1. Composition of the Department, she VILLAGE OF OAK BROOK Minutes Page 6 of 28 December 14, 1999 LIS 0It1) 4,,,)•I,I.•C;. 650 DEPUTY POLICE CI HET suggested that it read "Patrol Officers" rather than "Police Patrolmen" in the listing of composition of the department. Motion by Trustee Savino, seconded by Trustee McInerney, to approve Ordinance #1999-PL-G-650, "An Ordinance Creating the Position of Deputy Police Chief in the Village of Oak Brook Police Department," as amended and waive the full reading thereof. ROLL CALL VOTE: Ayes: 4 - President Bushy and Trustees Craig, McInerney and Savino. Nays: 0 - None. Absent: 3 - Trustees Butler, Caleel and Kenny. Motion carried. 4) RESOLUTION # 1999- SAP -EX2 -R -735 A RESOLUTION APPROVING THE SALARY PLAN ADMINISTRATION POLICY FOR NON -UNION EMPLOYEES FOR 2000: 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 1997 and implemented in 199S. 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 next pay and classification studv is scheduled to take place in 2000 and be implemented in 2001. The CPI, ECI and pay practices of the labor comparables were all considered in developing a recommended 3.3 percent adjustment to all pay grades for 2000. Although the September CPI was only 2.7 percent (.7 percent higher than the previous year), the ECI for wages and salaries in the Midwest region was nearly a full percentage point higher at 3.6. Additionally, the average May 1, 1999 range adjustment among the Village's labor comparables was 3.27 percent. VILLAGE OF OAK BROOK Minutes Page 7 of 28 December 14, 1999 RI.S ;'()') -SAP. EX2 -735 2000 SALARY PLAN NON -UNION The Village's goal in setting the 2000 range adjustment was to ensure that salary ranges remain in the same relative position among the comparable communities as they were after the implementation of the 1997 compensation. study. Given the 3.27 percent average adjustment among the labor comparables, the recommended adjustment of 3.3 percent accomplishes this goal. The 2000 budget includes an overall wage escalation figure of 3.5 percent for non -union positions. Several positions have been re- classified in the 2000 Salary Plan to reflect more accurately competitive pay practices in the market. The Information Services Technician position is re- classified from Grade 5 to Grade 7 based on survey data obtained this year. Additionally, the Police Sergeant position is re- classified from Grade 8 to a new Grade 9 based on market data and changes in the job description over the past two years. Finally, a review of the original pay groupings in the 1997 pay and classification study show that four other positions deemed internally comparable to the Police Sergeant position (i.e. Golf Course Superintendent, Information Systems Specialist, Chief Building Inspector, and Public Works General Foreman) also warrant re- classification to the new Grade 9. The 2000 Salary Plan has also been revised to incorporate several new positions included in the 2000 Budget. The Deputy Police Chief position is included in a new Grade 11. An Accountant position is included in Grade 7 with a concurrent elimination of one Account Clerk position vacated earlier this year. Other changes reflected include: • Re- titling the Secretary for the Library to Assistant Librarian, reflecting common practice in the Library industry % vhere the position provides services beyond that of pure clerical /secretarial. There is no change in classification. • Addition of an Engineering Technician in Grade 5. • Creation of a Grade 5 Public Works Mechanic position to be filled by the re- assignment of existing personnel. • Re- classification of a seasonal Golf Professional to a FLSA exempt full -time Associate Golf Professional in Grade 3 (this position receives additional compensation in the form of lesson commissions). • Addition of a full -time Building Inspector in the Department of Community Development and a full -time Fire Prevention Inspector in the Fire Department, both in Grade 6. VILLAGE OF OAK BROOK Minutes Page 8 of 28 December 14, 1999 F. • Addition of a full -time Food & Beverage Manager in Grade 7 responsible for coordinating all food and beverage functions of the Sports Core. • The title of Plan Reviewer /Chief Building Inspector has been shortened to Chief Building Inspector. There is no change in job duties. Several of the amendments clarify that the ECI for wages and salaries for the Midwest region is one of the indices used when establishing the range adjustment. The other amendment provides for a 40% range spread for the new Grade 11. The current Salary Administration Policy provides for a 45% range spread for the two highest grades (i.e. department head positions) and a 35% range spread for all other positions. The 40% range spread for new Grade 11 was necessary in order to ensure that the minimum salary was greater than that of Grade 10, but less than the minimum salary of Grade 12. Further, it is not uncommon among pay plans that the range spread progressively widens at the higher grades. Motion by Trustee Savino, seconded by Trustee McInerney, to adopt Resolution #1999- SAP -EX2 -735, "A Resolution Approving the Salary Plan and Salary Administration Policy for Non -Union Employees," as presented and waive the full reading thereof. ROLL CALL VOTE: Ayes: 4 - President Bushy and Trustees Craig, McInerney and Savino. Nays: 0 - None. Absent: 3 - Trustees Butler, Caleel and Kenny. Motion carried. 5) RESOLUTION # 1999- FLSA -R -736 A RESOLUTION AMENDING THE FAIR LABOR STANDARDS ACT POLICIES FOR THE VILLAGE OF OAK BROOK: The resolution amends the Fair Labor Standards Act Policy in conjunction with the adoption of the 2000 Salary Plan. The Policy lists the titles of positions that are considered to be exempt under the FLSA. Four new positions (namely, Accountant, Associate Golf Professional, Deputy Police Chief and Food & Beverage Manager) included in the 2000 Budget are proposed to be designated as FLSA- exempt. The only other change is the shortening of the Plan Reviewer /Chief Building Inspector title to Chief Building Inspector. VILLAGE OF OAK BROOK Minutes LVA, Page 9 of 28 December 14, 1999 RES 299.1 I.S, \- R -736 FAIR LABOR ACT Motion by Trustee Savino, seconded by Trustee McInerney, to adopt Resolution #1999-FLSA-R-736, "A Resolution Amending the Fair Labor Standards Act Policies for the Village of Oak Brook," in accordance with the 2000 Salary Plan as presented and waive the full reading thereof. ROLL CALL VOTE: Ayes: 4 - President Bushy and Trustees Craig, McInerney and Savino. Nays: 0 - None. Absent: 3 - Trustees Butler, Caleel and Kenny. Motion carried. 6) ORDINANCE #1999-PL-RR-G-651 . AN ORDINANCE AMENDING ARTICLES IV V AND VI OF THE PERSONNEL MANUAL OF THE VILLAGE OF OAK BROOK: The adoption of the 2000 Village of Oak Brook Salary Plan and the 2000 Fair Labor Standards Act (FLSA) Policy require that the Personnel Manual be amended to incorporate several new positions in the appropriate sections. Specifically, Article IV, Section 4.03 B 1 lists the employees considered to be exempt from FLSA regulations. Per the 2000 Fair Labor Standards Act Policy, the Manual has been amended to include the new Accountant, Associate Golf Professional, Deputy Police Chief and Food & Beverage Manager among those exempt positions. Similarly, Article VI, Section 6.02 C 1 is amended to include the new positions of Accountant, Associate Golf Professional, Building Inspector, Deputy Police Chief, Engineering Technician, Fire Prevention Inspector, Food & Beverage Manager and Mechanic in the Village -wide safety incentive program. The section has also been changed to reflect a Community Development Department separate from Fire, and the re- titling of the Library Secretary to Assistant Librarian and the Plan Reviewer /Chief Building Inspector to Chief Building Inspector. In addition to those amendments necessitated by the 2000 Salary Plan and Fair Labor Standards Policy, Section 5.02 C 3 has been amended to clarify that patterns of sick leave use may cause suspicion of sick leave abuse. Motion by Trustee Savino, seconded by Trustee McInerney, to adopt Ordinance #1999- PL -RR -G -651, "An Ordinance Amending Articles VILLAGE OF OAK BROOK Minutes 16 Page 10 of 28 December 14, 1999 ORD #99 -PL. RR -G-651 AMEND PERSONL- MAN IV, V and VI of the Personnel Manual of the Village of Oak Brook," as presented and waive the full reading thereof. ROLL CALL VOTE: Ayes: 4 - President Bushy and Trustees Craig, McInerney and Savino. Nays: 0 - None. Absent: 3 - Trustees Butler, Caleel and Kenny. Motion carried. 7) ORDINANCE #1999-PL-G-652 AN ORDINANCE AMENDING SECTIONS 5 -9 AND 6 -1 OF THE CODE OF ORDINANCES OF THE VILLAGE OF OAK BROOK IL: Currently, Section 5 -9 of _ the Code of Ordinances provides that whenever the term "Building Official" is used it means the person so appointed by the Board. Section 6 -1 of the Code designates the Fire Chief as the "Building Commissioner ". These two Code sections, while functioning in a somewhat redundant fashion at present, are not in conflict given the current organization structure in which the Director of Community Development reports to the Fire Chief. However, with the separation of Fire and Community Development as of the first of the year a separation of enforcement functions needs to be reflected in the Code. Fire prevention code enforcement is intended to remain with the Fire Department and that function is provided for in the reference fire prevention codes adopted within Chapter 6. Building code enforcement is intended to be a function of the new Community Development Department. In order to reflect the enforcement functions of the two departments properly in the Code, the Village Manager has recommended revision of Section 5 -9 to designate the Director of Community Development as the Building Official. The Village Manager has also recommended that Section 6 -1, which would be in conflict with the revised Section 5 -9, be repealed. The ordinance will accomplish the appropriate changes. Motion by Trustee Savino, seconded by Trustee McInerney, to approve Ordinance #1999-PL-G-652, "An Ordinance Amending Sections 5 -9 and 6 -1 of the Code of Ordinances of the Village of Oak Brook, IL," to designate the Director of Community Development as the "Building Official" as presented and waive the full reading thereof. ROLL CALL VOTE: VILLAGE OF OAK BROOK Minutes /f - Page 11 of 28 December 14, 1999 ORD a99 -PL- G -652 AMEND 5 -9 & 6 -1 CODE Ayes: 4 - President Bushy and Trustees Craig, McInerney and Savino. Nays: 0 - None. Absent: 3 - Trustees Butler, Caleel and Kenny. Motion carried. 8) ORDINANCE # 1999 -TC -TRN -G -653 AN ORDINANCE AMENDING ORDINANCE G -642 THE TRAFFIC CODE OF THE VILLAGE OF OAK BROOK IL AS AMENDED BY REPEALING THE PROHIBITED TURNS ON 31s' STREET AND HUNT CLUB DRIVE: In 1985, the York Woods Community Association petitioned the Village Board to establish turning restrictions during certain times of the day in order to mitigate cut - through traffic that was occurring within the subdivision at that time. The Village Board agreed and paragraphs three and four of Schedule IX of Appendix C, Traffic Regulations, list these restrictions. At the last Village Board meeting of November 23, 1999, Trustee Savino questioned whether the need for those restrictions still existed. Upon review of the file by the Village Engineer, it appears that the need no longer exists. Village Engineer Durfey has contacted Barbara Lang, President of the York Woods Community Association, to ask her opinion of the current status of those restrictions. Her response was that the conditions may no longer exist and that the restrictions could be removed. Staff would then -see if any negative impacts occur. Attorney Martens has drafted the ordinance which removes Sections three and four from Schedule IX. Motion by Trustee Craig, seconded by Trustee McIneney, that the Village Board adopt Ordinance #1999 -TC- TRN -G -653, "An Ordinance Amending Ordinance G -642, the Traffic Code of the Village of Oak Brook, IL as Amended, by Repealing the Prohibited Turns on 31" Street and Hunt Club Drive," as presented and waive the full reading thereof. ROLL CALL VOTE: Ayes: 4 - President Bushy and Trustees Craig, McInerney and Savino. Nays: 0 - None. Absent: 3 - Trustees Butler, Caleel and Kenny. Motion carried. C. AWARD OF CONTRACTS: VILLAGE OF OAK BROOK Minutes Page 12 of 28 December 14, 1999 ORD #99 -TC -TRN. G -653 REPEAL PRO111B .TURN 31" ST. & FIUNT CLUB DR. 1) UNIFORM SERVICES - PUBLIC WORKS: UNIFORMS. One sealed bid was received on November 24, 1999. Bid packages PUBLIC wKS were sent to five companies. Staff contacted the non - bidders and only one responded that they would not be bidding. The other three gave no response. The sole bidder and recommended contractor has supplied uniforms to our Public Works Department for the past five years. Service has been acceptable and staff anticipates receiving continued good service. The Village's costs in the proposed contract are lower than in previous years with the same contractor. Funds for this contract will be budgeted in multiple programs within the Public Works Department for the 2000, 01 and 02 Budgets. Motion by Trustee Craig, seconded by Trustee McInerney, that a three -year contract be awarded, subject to staff review, to the single responsible bidder; Aramark Uniform Services, 3021 West Harrison, Chicago, Illinois, 60612 to supply rental uniforms for Public Works employees with estimated annual costs of $5,822.40 (2000) and $5,192 (2002). ROLL CALL VOTE: Ayes: 4 - President Bushy and Trustees Craig, McInerney and Savino. Nays: 0 - None. Absent: 3 - Trustees Butler, Caleel and Kenny. Motion carried. 2) OAK BROOK HOTEL CONVENTION AND VISITOR'S Oil llc�c - COMMITTEE - IMPLEMENTATION OF 2000 MARKETING 2000 MK rc CAMPAIGN: CAMPAIGN On October 12, 1999, and upon the recommendation of the Hotel, Convention & Visitors Committee, the Village Board authorized staff to negotiate a contract with BVK/McDonald for the development and implementation of the 2000 marketing campaign. The resulting contract is attached, and the-Committee recommended on December 8, 1999 that the Board approve the marketing campaign. The contract details the campaign which includes a not -to- exceed amount of $108,870 payable to BVK/McDonald for implementation and coordination services with $186,039 ($221,039 less $20,000 in matching funds from the DuPage Convention and Visitors Bureau and $15,000 from Oakbrook Center) payable to various vendors for costs associated with the individual projects. Not included in the VILLAGE OF OAK BROOK Minutes Page 13 of 28 December 14, 1999 contract, but listed among the 1999 projects is continued advertisement in the DuPage Visitors Guide. This project is not coordinated through BVK/MeDonald. One of the primary projects included in the 2000 campaign is the holding of a Meeting Planners "Open House" event early in the year. The event will introduce meeting planners to the four hotels in Oak Brook and is aimed at securing future conference /meeting bookings. Another new feature aimed at leisure travelers is a shopping rewards program that encourages overnight stays in addition to mall shopping. The program will be promoted through designated postcard mailings and advertisements. Visitors who stay in one of the four Oak Brook hotels and who spend a certain amount of money at the mall would receive a free night's stay to be used at a later date. The following projects and their not -to- exceed budget figures constitute the 2000 campaign: 2000 Proposed Proiects Budget (incl. BVK services) Print Ad for Meeting Planners S69,880 ' Survey for Meeting Planners $13,000 Market & Media Research for Meeting Planners S 6,110 Web Site Updates & Additions $12,270 Invitations & Transportation for Meeting Planners Event S 9,806 Postcard Reminders for Meeting Planners Event S 5,702 Sales Kit for Meeting Planners Event S11,553 Entertainment for Meeting Planners Event 5 2,000 Summer Package Print Ad for Leisure Travelers 544,810 Winter Package Print Ad for Leisure Travelers 544,810 Postcard for Leisure Travelers (2 Mailings) 570,268 "My Spree" Shopping Rewards Program $ 5,420 800 Number Continuation $ 4,000 Agency planning/coordination outside of specific projects $20,280 Advertisement in the DuPage Visitors Guide $10.000 Sub -Total 2000 Campaign $329,909 Less Anticipated DCVB Matching Funds ($ 20,000) Less Anticipated Oakbrook Center Contribution 15,000) TOTAL 2000 Campaign (not -to- exceed) $294,909 Adequate funding is within the approved 2000 Budget and appropriation provided in Program 171 -7360. VILLAGE OF OAK BROOK Minutes Page 14 of 28 December 14, 1999 Village Manager Veitch explained that the Village levies a 1% hotel occupancy tax which is deposited into a separate fund within the Village's financial structure. It is spent totally on marketing the hotel community within the Village designed for business meetings, other types of overnight stays and shopping trips into the Village. That marketing program is devised and directed by a committee that consists of the managers of the four hotels in Oak Brook, a representative of OBACI, a representative of Oak Brook Shopping Center and one resident at- large. Assistant Manager Crotty staffs the committee. Motion by Trustee McInerney, seconded by Trustee Savino to approve the 2000 marketing campaign. totaling $294,909.00, and authorize the Village Manager to execute the necessary agreements after review by the Village Attorney. ROLL CALL VOTE: Ayes: 4 - President Bushy and Trustees Craig, McInerney and Savino. Nays: 0 - None. Absent: 3 - Trustees Butler, Caleel and Kenny. Motion carried. D. APPROVAL OF MUNICIPAL BUILDING PROJECT CONCEPT DESIGN: The very lengthy concept design phase of this project has reached another conclusion and, in order to continue work on it, staff seeks the Board's approval of the concept and authorization to move into the design development and final design phases of the project. Harbour Contractors, Inc. ( "HCI ") has been a vital member of the team since they came on board this summer and has worked very effectively with the architect, EarthTech (formerly Rust Environment and Infrastructure, Inc.) and with Village staff. CONCEPT DESIGN In May 1998, EarthTech (then Rust) presented two concepts for expansion of the Village Hall, including a new fire station. Both concepts were thought to be way too costly and the staff and architects "went back to the drawing board" on the projected space needs, building concept and site plan. Shortly afterwards, staff determined to expand the project scope and budget to include the Police Department renovation and the electrical /mechanical/HVAC project that were in our plans for the existing Village Hall (and must be done in any event). The idea was that by planning them as one VILLAGE OF OAK BROOK Minutes Page 15 of 28 December 14, 1999 MUN. BLDG. DESIGN project the Village might be able to design a more efficient solution and achieve some economy of scale not from through pursuing three separate projects. Earlier this year, a new concept was developed that included all of the work mentioned in the preceding paragraph. It involved a large addition on the west side of the Village Hall and smaller additions on the north and south sides related to the Police Department. Its estimated cost, nearly $8.5 million, was still too high, but the project did have some scale economies and that figure provided a solid basis from which to work to reduce cost. It was at this point that staff brought in HCI to work with EarthTech and the Village to value engineer the project to meet our needs at a lower cost. Significant changes include: • There is only one addition, on the west, and that addition is one level only. • The Police Department is expanded into part of the existing atrium, obviating the need to expand on the north and south. • The Police Department has sacrificed the limited interior parking it currently maintains. • The Fire Department has sacrificed the full drive - through apparatus room concept for a partial drive - through concept. • The design is more compact in that it is not required to accommodate maintaining old Station 1 during construction. • The multi - purpose training room /divisible conference room /EOC has been reduced in size in recognition of the availability of other venues for larger training sessions and meetings. PRELIMINARY COST OPINION AND PROJECT SCHEDULE The re- engineered concept has allowed HCI to reduce the preliminary estimate by more than $1 million, resulting in the current estimate of $7.4 million. Our target is $7.0 million, the figure reflected in the 2000 -2004 Five -Year Financial Plan and one that staff thinks can be approache4 in the design development and final design phases. Staff also has the opportunity to consider funding some site work (which would have to be done regardless) through the Infrastructure Fund, as the Village has done at the Sports Core and in conjunction with the Library project. Finally, staff is researching the availability of financial assistance through grants. VILLAGE OF OAK BROOK Minutes Page 16 of 28 December 14, 1999 All departments have revisited their space needs and the plan relies even more heavily on flexible work and records storage areas. Tom Jacobs, Vice President of EarthTech, addressed the Village Board on the concept design of the proposed project. Eighteen months ago Earthtech presented a concept solution at that time to the Village Board. Since that time the project scope has increased and they were requested to add in programming and design for the Police Department expansion and inclusion of renovation of the HVAC on the electrical system of the existing Village Hall. The goal was to increase the scope and realize some economies due to scale of providing a larger project. They anticipate building a 33,000 sq. ft. building addition, increase the on -site parking count by 100 cars, improve traffic flow through the site, provide for on -site stormwater detention due to this improvement, remodel 80% of the existing Police Department, demolish (as required by code) the existing Fire Station and include upgrades to the existing mechanical and electrical systems. The main thrust of the site plan layout and a goal of the Fire Department were to have the apparatus bay and vehicles exit onto Jorie Boulevard with a drive through apparatus bay. Traffic signals will be provided here, which preempt the Fire Station and are coordinated with the traffic signals on 3111 Street to provide quick exit for the apparatus trucks. The major entry into the municipal complex for vehicles will be off of Spring Road as a majority of customer parking is north of the site. One -acre foot of storage is needed for stormwater detention at the site with some oak trees being displaced due to the parking and detention area. It is envisioned to enhance the landscaping along 31" Street with evergreen trees that are transplanted to that area. In the new addition, the Fire Department operations, Community Development, Information Services/Purchasing and Engineering Department will be relocated to this area. Shared spaces of a community room, conference center, training center and relocation of the employee lounge area are also located in the new addition. The benefit of relocating the Engineering Department and employee lounge area to the new addition allows the Police Department to expand into those vacated areas. The new entry includes a small lobby, directional display and a walk -up window for Engineering and VILLAGE OF OAK BROOK Minutes Page 17 of 28 December 14, 1999 W03 Community Development. A multi - purpose room is located off the lobby with folding partitions to divide the area into three separate conference rooms or one 1,600 sq. ft. training center. The space and the adjoining space act as the new Emergency Operations Center for the Village. Construction around this parameter will be more protective against inclement weather with the addition of a concrete lid on the roof. Adjoining the conference room due to the EOC function.' is a newly located Communication Center and miscellaneous storage area. The Fire Department operations include four double deep apparatus bays with two drive - through bays for safe circulation of the site. In order to increase the square footage needs and to meet the program needs of the Police Department it is envisioned building into the atrium area of the Village Hall. On the first floor, the project will start at the elevator to the turn around stair with the same footprint on the lower level. The first floor is the Police Department administration with sergeants, division commanders, conference rooms and records with public access. Also on the first floor is the juvenile detention area. On the lower level is the roll call room and area for detectives to reside. The men's locker room is being expanded and relocated as well as the women's locker room into the former Engineering Department area. The fire range and cell lockup area will remain in their present location. The underground storage of police vehicles will change and it will be an area for discharge of detainees, a two bay area with a bay for large evidence storage and expanded evidence room. It is envisioned replacement of the existing mechanical equipment as it appears to be at an end of its useful life and the electrical service needs to be upgraded to allow for the addition. The existing building is 34,000 square feet and the proposed addition is 33,000 square feet on one floor. Combined like functions have been developed in the addition to facilitate customer service in the permitting process. By adding an addition to the existing Village Hall, they recommend the layout will influence and enhance interdepartmental communication between the different departments. The community space also has a benefit for its multi -use function. It serves staff members as a conference room, training center' and may be made available for the community. VILLAGE OF OAK BROOK Minutes 0 Page 18 of 28 December 14, 1999 Marshall Olson, Vice President of Estimating Construction Services for Harbour Contractors, Inc., addressed the Village Board on the conceptual estimate of the cost of the proposed project. The estimate is $7,406,000 with a small contingency for life safety and site utility work. The schedule for the project is two years and the design concept, if approved, would be completed in approximately three to four months. The first month would include architectural drawings, refining the layout with various department heads and then proceed with working drawings. It is their goal to work with these people during the design to ensure maintaining the budget, review products and material selections. They have included in their estimate new HVAC units to be placed on the existing building roof to serve that building and rooftop units to serve the new facility. The tentative schedule, if the project is approved, is to go out for public bid in June and have an authorization to proceed so they can mobilize in mid -June and break ground around July, 2000. They propose to first address the existing parking requirements due to the large number of parking spaces being added and for the building to be operational. In order to construct the parking area, they need to relocate the utility work in phases so that our existing building may operate. This phase may take from July to November, 2000. There is a lot of work to be done outside with an approximate cost of $1,000,000 including the detention basin and roadwork. After November 1, 2000 with parking available, they envision the work schedule of ten months for the west addition. At the conclusion of that time, they would have the shell enclosed, include partition work and move employees out of their existing area into the new addition. Then they would begin remodeling their former spaces one area at a time in order not to interrupt services. They estimate an eight -month period for remodeling the two levels. They envision employees moving into the west addition around Labor Day in 2001 and May, 2002 for completion of the existing building remodeling. In conclusion, the first four months is reconfiguration of the parking area, the next ten months is the building addition and the balance of time is rehabilitation of the existing facility. Fire Station One will remain as long as possible until they begin excavation. Trustee Savino asked that the building be enhanced esthetically for our residents. President Bushy stated that it would be a design challenge to stay within the budget and do any decorative work with such a modernistic style building. One enhancement will be work VILLAGE OF OAK BROOK Minutes Page 19 of 28 December 14, 1999 4 done by a landscape architect for the site. It is hoped that the oak trees could be replaced with a new grove of oak trees. There is an organization from the East Coast that sells trees and seedlings from historic sites. She suggested it would be a wonderful historic thing to enhance this site and the Library site as a learning experience for children and residents. Trustee Savino suggested skylights at the entrance of the facility. President Bushy stated the clear story windows will remain there and most of the natural light will be preserved in that area. Village Manager Veitch commented that daylight could be expanded in the entryway of the building. President Bushy noted that space is available in the foyer of this building for built -in cabinets. The Village has received some of the original sterling silver trophies from the horse shows and was gifted Paul Butler's silver desk set that could be displayed as some of the historical mementos of Oak Brook's early days. Motion by Trustee Savino, seconded by Trustee McInerney, to approve the concept design for the Municipal Building Project and authorize staff to negotiate a contract with EarthTech for final design services. ROLL CALL VOTE: Ayes: 4 - President Bushy and Trustees Craig, McInerney and Savino. Nays: 0 - None. Absent: 3 - Trustees Butler, Caleel and Kenny. Motion carried. E. ISSUANCE OF SCAVENGER LICENSES: 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 licenses. Licenses are issued by the Village Board upon recommendation of the Village Manager. Motion by Trustee Savino, seconded by Trustee McInerney to approve issuance of residential and commercial scavenger licenses to BFI Waste Systems of North America, Inc., and issuance of commercial scavenger licenses to Waste Management of Illinois, Inc., Hillside Disposal Service, Inc.; Flood Brothers Disposal & Recycling Systems, Inc.; Crown Recycling and Waste Services, Inc.; Pinnacle Waste Services, Inc., and Roy Strom Refuse Removal Service, Inc. VILLAGE OF OAK BROOK Minutes Page 20 of 28 December 14, 1999 4 SC%'NGK LIC for the period January 1, 2000 through December 31, 2000. ROLL CALL VOTE: Ayes: 4 - President Bushy and Trustees Craig, McInerney and Savino. Nays: 0 - None. Absent: 3 - Trustees Butler, Caleel and Kenny. Motion carried. The Village President recessed the meeting at 9:05 p.m. and the meeting resumed at 9:23 p.m. 8. INFORMATION & UPDATES: A. VILLAGE PRESIDENT: President Bushy reported on the Economic Development Committee for the Metropolitan Mayors Caucus. The Committee completed their work and has agreed on the packet of submittals being presented to the Governor's Office. 'President Bushy will be one of the mayors that will make the presentation to Governor Ryan along with Mayor Nancy Firfer of Glenview and Mayor Irwin Bock of Hanover Park. As a member of the Legislative Committee, DuPage Mayors and Managers Conference, they have recently completed their work of their legislative package to be presented to the Illinois legislature. They will be meeting January 15, 2000 with the Illinois representatives and senators that represent the various districts in DuPage County and they will present their legislative package to them at that time. Staff has prepared for the Y2K event and our employees will be at work at full strength beginning at 9:00 p.m. with our Emergency Operation Center staffed and they will be in contact with the DuPage County Emergency Operation Center as well as some of our local businesses. The Village will be at full operation well past midnight at which time they will assess what is happening locally and regionally to determine what needs to be addressed. She commended the Village's staff for their willingness to protect our residents and property during this time. Staff has excelled in their planning and volunteering that evening. If any residents have questions or comments regarding Y2K or burning of unusual products in their fireplaces, please contact the Village Hall. She attended an event, Christmas Calls, at Merrill Lynch's office in Oak Brook where they offered free telephone service to people from Chicago that are unable to afford contacting their families during the VILLAGE OF OAK BROOK Minutes Page 21 of 28 December 14, 1999 INFO & UPDATE: VILLAGE PRES holidays. These people are bused to their office and use their telephone system as long as they wish. They provide refreshments for these families and Santa Claus gave small gifts for the children. Christmas cards and postage were also provided for the participants. AT & T also participated in this event providing telephone cards with minutes. She commended both companies for their kind gesture during the holiday season. Any Village Board members are welcome to join her next year at this event. President Bushy requested that she wished to make an announcement as a resident of Oak Brook. She turned the gavel over to Trustee McInerney to chair the meeting during her presentation. Karen Bushy, 229 Bridle Path Circle, addressed the Village Board regarding Village residents that wish 31" Street expanded from York Road to Jorie Boulevard. This currently is a subject of a lawsuit with the Village as the defendant due to a resident who has decided that this road should not be widened. As a citizen of this Village, she feels this is an unconscionable thing that has happened. In order to move this project toward fruition; citizens may sign a petition to place a referendum question on the ballot for the March election. This referendum would provide voters with the opportunity to vote on whether or not they would authorize the Village of Oak Brook to sell just over 4 acres, in a linear strip, of the Sports Core property to widen the road. The value of this project, as residents, is that a median strip would be placed in the center of the roadway with protected turn bays for the Library entrance and the Sports Core. This would also make it easier for our public service vehicles to maneuver through rush hour traffic to the east side of our community for emergency situations. She has a supply of petitions at her home that offer this opportunity to place this on the ballot. Please contact her at home at 323 -7363 as over 600 signatures are required before January 3, 2000. Trustee Savino commented as a Trustee that one of the foremost responsibilities is to see to the health and welfare of our residents. Getting emergency vehicles to the east portion of our community during rush hour is very difficult. This is a very important issue and hopefully we will receive enough signatures and that it will pass when placed on the ballot. Village Attorney Martens indicated that this is getting the matter before the voters. As a Village Board, corporate body or Trustees they are not taking a position, as the residents should vote one way or another on this matter. This matter may be brought before the voters by these signed petitions for the March referendum. The deadline for the petitions to be filed is January 3, 2000. VILLAGE OF OAK BROOK Minutes Page 22 of 28 December 14, 1999 16 B. VILLAGE MANAGER: Village Manager Veitch indicated the text of the legislative action program by the _ Legislative Committee, DuPage Mayors ' and Managers Conference, that President Bushy was referring to will be in the Trustees packet as well as an invitation to the legislative breakfast of January 15, 2000. At the last Village Board meeting he indicated he would be participating in an interactive forum sponsored by Chicago Metropolis 2020 on December 1, 1999. He will provide a report in writing as he is waiting for some data to arrive regarding the meeting. 9. DEPARTMENTAL REPORTS - LIAISON ASSIGNMENTS: Community Development: Trustee Savino - Commercial Development - 700 Commerce Drive - Construction continues on this new five -story office building with work now beginning on the exterior shell and the parking deck. 2001 York Road - Interior tenant work is now proceeding on this new office building. Work also continues on the parking deck structure. 711 Jorie Boulevard - A demolition permit has been issued for the building's interior to accommodate its new tenant, Dominick's /Safeway, Inc. This building will be the new site for the headquarters for their Midwest region. Residential Development - One new home permit has been issued for the vacant lot at 203 Covington Court Drive. One demolition permit was issued for the home located at 204 Canterberry Lane. No new permits have been issued in the Forest Gate Subdivision beyond the four issued for new homes and one for the gatehouse. The ring road is now paved. Plan Comm ission/ZBA/Assessment Plats - There are no new petitions that have been filed. Projects Under Discussion - Staff met with the owner and potential developer of the property just west of York Road, between I -88 and Harger Road to review and offer comments on a proposed residential subdivision for the site. With the current R -3 zoning on the site, up to eight lots could be created. Special Projects - Consistent with a Board Objective for the year 2000, staff has initiated work for the process to update the Zoning Ordinance. The first step in this process is to prepare a detailed work plan. The Village received a letter from Mr. Rocca concerning his property on York Road. Due to the busy time of year with his business, he intends to finalize his drawings after the first of the year, go out for bids and begin construction of his project this spring. A sunset provision was included in this project. He inquired if the Village Board needs to take action on this. Village Manager Veitch indicated staff has reviewed this and determined that the sunset VILLAGE OF OAK BROOK Minutes Page 23 of 28 December 14, 1999 VILLAGE: NIGR DE:P'r. RPTS provision would have been in effect if Mr. Rocca had not closed on the property by July 31, 1999. He did close on the property prior to that date so there isn't a sunset provision that needs to be addressed. Cable Television - Trustee .Savino - As reported in the December 3, 1999 Manager's Memo, AT &T Cable Services will be increasing Basic rate from $7.27 to $7.40 effective January 1, 2000. Changes in the non - regulated tiers include a decrease in the Satellite I rate from $5.16 to $4.24, and an increase in the Satellite II rates from $19.19 to $21.87. Overall, the rate of the Standard tier (Basic + Satellite I + Satellite II) will increase by $1.89. Other changes include a $3 increase for premium package subscription, a $.045 increase for the premium channel ordered "ala carte," and a $1.45 increase for each additional premium channel ordered "ala carte." Finance, Information Services & Purchasine: Village Manager Veitch - Finance - Implementation of the new banking services contract with American National Bank began during November. The entire process should be completed by the end of January. Information Services Department - Y2K upgrades to PC's and network systems are complete and final testing has been completed. Intergovernmental Relations: Trustee McInerney — Attended the School Board meeting noting their Heart Monitor Program. With the changes in our Committee -of -the -Whole meetings, he plans to attend more of their meetings. Library & Community Events: Library Director Martin - Zero - growth is a collection reality in the Library as 1999 closes. Staff is expending significant time withdrawing materials from the collection and evaluating low -use, but important titles to be placed in retrievable storage. Winter programs are prepared and publicity has begun. Blizzard of Books begins January 16, 2000 and continues through March 18, 2000. This is a reading program for adults. Children's programs Smiling Snotitflakes and 6Finter Wonders are scheduled for Mondays and Thursdays in January and February. Call the Library for details (990 -2222) or pick up a copy of "Squirrel Nuggets," the Youth Services newsletter at the Library. Staff and she thanked Village Attorney Martens for his efforts in the court ruling of the library building project. Public Safety: Police Chief Pisarek - Police Department - The Oak Brook Police Department hosted it's second Homeowners Liaison breakfast at the Bath and Tennis club on Tuesday, December 7, 1999. There were approximately 30 attendees, fifteen of which were the Homeowners Presidents. Some of the topics discussed were Y2K preparedness, police response, residential security checks, crime statistics, the Citizen Police Academy and future potential programs. The Homeowner Presidents acknowledged their VILLAGE OF OAK BROOK Minutes 02P Page 24 of 28 December 14, 1999 appreciation for this program and that they look forward to continued interaction with the Chief of Police and his representatives. At the Board of Fire and Police Commission meeting held on Wednesday; November 17, 1999, Sergeant William Haas was promoted to the rank of Lieutenant. Officer Randy Mucha was promoted to the rank of Sergeant. The swearing in ceremony was held on Wednesday, November 24, 1999 at 8:00 a.m. in the Samuel E. Dean Board Room. Both officer's family and friends were in attendance along with many Village employees. Fire Department - Fire Chief Jarvis - For the month of November, 1999 Fire Rescue calls totaled 57, with Mutual Aid given seven (7) times and received seven (7) times. Ambulance calls totaled 96, with Mutual Aid given five (5) times and received six (6) times. Fire Prevention contacts included 437 Fire Inspections, 14 Call Back Inspections and 44 Alarm System Tests. Significant Emergency Incidents: On Thursday, November 18; 1999, the Oak Brook fire personnel responded to Hinsdale for a mutual aid Box Alarm, and we responded and assisted with smoke removal. On Friday, November 19, 1999 Oak Brook responded to a possible hazardous materials incident, in the Forest Gate subdivision. Upon arrival, fire crews were told that a construction vehicle had run over a device that measures soil density and that the device contained radioactive material. A Hazardous Material Mutual Aid Box Alarm was called. Fire personnel conducted reconnaissance and isolated the scene to insure that a safe zone was established. On -going radioactive monitoring of the site and personnel was conducted to insure contamination did not occur. Fortunately, the device was not leaking radioactivity. The Illinois Department of Nuclear Safety assisted with disposal. Mutual aid was received from Yorkfield, Hillside, Downers Grove and Westmont. On Thursday, November 25, 1999, the Oak Brook fire personnel, in a dual response with York Center and Lombard Fire Departments, responded to an auto accident with extrication at Butterfield and Meyers Road. Oak Brook paramedics transported one patient in serious condition to Good Samaritan Hospital, while suppression crews assisted with extrication and hose line safety. During a recent two -week period, fire crews responded to the Shell Gas Station, at Midwest Road and 22 "' Street four times for gasoline spill mitigation. The station was apparently having problems with the automatic shut -off on their pump nozzles. Fire Prevention personnel were notified and met with the station owner to solve the problem. All new nozzles were subsequently installed on all the pumps. Training: Fire Training was conducted on the new OSHA 2 -in 2 -out regulation. This is a federal (and state) regulation requiring that before firefighters can enter a hazardous atmosphere, two additional fire personnel VILLAGE OF OAK BROOK Minutes Page 25 of 28 December 14, 1999 /76 must be standing by outside and ready to perform a rescue in the event the firefighters become trapped. The only exception to this rule is in the case of a known rescue. Six personnel attended Spanish class for emergency medical personnel. Four paramedics attended pediatric Advanced Life Support class and were certified. All Oak Brook paramedics successfully completed the semi - annual written exam. Public Education: The Oak Brook Fire Department is once again participating in the Toy Express Drive that runs from mid - November through Christmas. Toy Express benefits local families in need. New toys or used toys in good condition can be dropped off at either of the two Oak Brook fire stations through December 21, 1999. There was one CPR class of eight people at Medical Hair Restoration. Blood pressure screenings of 23 people were conducted at the Oak Brook Club. There was one station tour of 20 Cub Scouts and 5 adults. Public Works & Engineering: Trustee Craig - Street Division - 1999 Paving and Water Main Project - Entire project is substantially complete with only punch list items outstanding, which will be completed next spring. 1999 Safety Pathway Project - Both sites (along Wood Glen Land and south York Road) are substantially complete. Next spring, the Village is hoping to install a crosswalk on York Road and are working with DuPage County for permission. Forest Gate Subdivision - substantially all of the water mains, sanitary sewers and storm sewers have been installed and most of the mass grading has been accomplished. Installation of the bicycle path on Forest Gate Road is complete and sod has been placed on Jorie Boulevard and Forest Gate Road. Work is continuing on the four residential building permits and the guardhouse. 2000 Paving - A second meeting with the Woodside Estates residents was held December 1, 1999 in which the residents reviewed the preliminary plans for the roadway with concrete shoulders and roadside swales. Staff is checking on a few issues raised at the meeting and the consultant will then finalize the plans over the next month. For the past month, Street crews have been involved exclusively with out leaf collection program. We completed a final pass throughout the entire Village on Monday and Tuesday to conclude this year's program. For the year, we have collected 4,732 cubic yards and incurred 528,306 in dump (tip) fees compared to 3,676 cubic yards and $22,188 in dump fees for last year's program. Presently, all Street department equipment is being converted and readied for salting and snow plowing operations. We anticipate that all equipment will be ready by Friday, December 10, 1999. Water Division - Once again, the Water division was kept busy repairing water main breaks during the past month. For the year, we have experienced 73 breaks compared to 33 for the same period last year. Typically, we average VILLAGE OF OAK BROOK Minutes Page 26 of 28 December 14, 1999 b_/1 approximately 60 breaks per year. This year's substantial total is due in large part to the extremely dry weather conditions experienced over the summer. Without sufficient moisture, the soil dries out, shrinks and shift. This shifting causes our older oast iron water mains to crack. Note, this is not something unique to Oak Brook. In talking with other area departments, they too, have experienced an increase in water main breaks. Trustee Savino inquired of the crosswalk on York Road and if it was striped. Village Manager Veitch indicated an area has been identified with the maximum sight distance in both directions and it would be striped with signage in advance of the area. Village Clerk: Clerk Gonnella - A Liquor Manager seminar was held last week for all of the establishments in Oak Brook-that have liquor licenses. President Bushy, Police Chief Pisarek, Officers Nugent, Jacobs and she explained the Village's rules and regulations for a liquor license and staff will be meeting further to discuss procedures to follow for license violations that may occur. To date 85 taxi driver licenses have been issued as the Village continues to have drivers apply for a Village driver license. Renewal of liquor licenses was completed this week with 15 licenses being renewed. Opus Restaurant is still under construction and has not received a certificate of occupancy. The scavenger /solid waste hauler license applications were completed last week and are before the Village Board this evening for approval. Staff will be meeting with Minolta next week for a presentation for their index system they have devised for our electronic scanning of documents. The work surface area has been completed in the Village Archives so that the Deputy Clerk may begin scanning of documents once our index system is implemented. Village President: President Bushy - Bath & Tennis Club - The concrete paving of the pool deck was completed on December 7, 1999. It is curing and the consultant and contractor are considering scheduling of the next phase which is the Sundek application. Food service employees have completed the sanitation training required by the Health Department. The Bath & Tennis staff will be preparing provisions for the employees working on New Year's Eve. The generator has been installed and is fully functional. Golf Club - As of year -to -date: rounds of golf played declined $2,520 from last year; green fees increased $2,155 from last year; cart fees declined $4,735 from last year (yet increased $6,753 for the month of November); driving range fees declined $9,691 from last year; lounge sales declined $25,845 from last year (yet increased $5,068 for the month of November); and pro shop sales declined $80,154 from last year. VILLAGE OF OAK BROOK Minutes Page 27 of 28 December 14, 1999 Z6 10. UNFINISHED AND NEW BUSINESS (Final Action Not Anticipated): No Business. 11. OTHER BUSINESS PERTAINING TO VILLAGE OPERATIONS: No Business. 12. ADJOURN TO CLOSED MEETING: To Discuss Pending Litigation. ADJOURN Motion by Trustee McInerney, seconded by Trustee Savino, to adjourn at CLOSED MTC 10:06 p.m. to a Closed Meeting to discuss pending litigation. ROLL CALL VOTE: Ayes: 4 - President Bushy and Trustees Craig, McInerney and Savino. Nays: 0 - None. Absent: 3 - Trustees Butler, Caleel and Kenny. Motion carried. 13. ADJOURNMENT: ADJOURN Motion by Trustee Savino, seconded by Trustee Craig, to adjourn the meeting at 10:37 p.m. VOICE VOTE: Motion carried. In accordance with the provisions of the Americans with Disabilities Act, any individuals 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. ATTEST: -Zd 0 Linda . Gonnella, CMC /AAE Village Clerk BOT121499 VILLAGE OF OAK BROOK Minutes Page 28 of 28 December 14, 1999