Minutes - 05/11/1998 - Committee of the Whole VILLAGE OF OAK BROOK
COMMITTEE-OF-THE-WHOLE Minutes
MAY 11_ 1998
UNOFFICIAL UNTIL APPROVED AS WRITTEN
OR AS AMENDED ✓ BY VILLAGE BOARD
ON aG,/9
1. MEETING CALL:
The Committee-of-the-Whole meeting of Monday, May 11, 1998 was called to order by
President Bushy in the Samuel E. Dean Board Room of the Village Commons at 7:40 p.m.
Pledge of Allegiance was given.
The Clerk called the roll with the following persons
PRESENT: President Bushy,Trustees Caleel, Savino and Shumate.
Trustee Kenny arrived at 7:47 p.m.
ABSENT: Trustees Bartecki and McInerney.
IN ATTENDANCE: Stephen B. Veitch, Village Manager; Michael A. Crotty, Assistant Village
Manager;Tom Hawk,Director of Community Development; Debra J. Jarvis, Fire Chief/Building
Commissioner; Bruce F. Kapff, Director of Information Services & Purchasing; Darrell J.
Langlois, Finance Director/Treasurer; Bonnie Sartore, Bath and Tennis Club Manager; Trey
VanDyke, Golf Club Manager; Brian Shanahan, Executive Chef; Sean Creed, Golf Course
Superintendent; and Robert Cronholm, Robert Morton, and William Lindeman, Fire Department
employees.
2. CONCEPTUAL DESIGN PRESENTATIONS:
The Committee-of-the-Whole meeting was devoted to presentations from the architectural firms
under contract to develop conceptual designs and cost estimates for two pending building
projects - the expansion of the golf clubhouse and the so-called "municipal building project".
The purpose of discussion was to obtain the thoughts and comments of the Board on each
concept in order to facilitate completion of the conceptual design phase of each project.
A. GOLF CLUBHOUSE F PAN ION:
Larson-Kramer-Kjelstrom and Associates, Ltd. presented its preliminary concept for
expansion of the clubhouse at the Oak Brook Golf Club. The thrust of the project is to
expand and improve locker facilities, expand and improve food service facilities and
provide improved and enclosed space for golf cart operations and storage. In developing
the program, the architects were guided by the philosophy that what is constructed should
enhance the value of the golf experience at the Oak Brook Golf Club, thereby helping to
justify pricing policies that will enhance the Golf Club's contribution to the financial health
of the Sports Core.
Peter Kramer, President of Larson-Kramer-Kjelstrom and Associates, Ltd., gave a
presentation to the Village Board of Trustees of the conceptual design of the proposed
Clubhouse project. The proposal includes expanded locker room facilities with 120
lockers and six showers; expansion of a 1,400 square foot dining room to accommodate 72
to 92 patrons with an accordion door to accommodate multiple events and a covered
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veranda. The veranda could be heated to accommodate a golf range. The expansion is
approximately 3,600 square feet. Below the veranda, a proposed inside cart storage area
has been designed for the storage of 70 golf carts.
Trustee Kenny inquired if this proposal was to attract golf outings. Golf Club Manager
VanDyke indicated the course already hosts many golf outings, as all the weekends are
booked in May, June and July. These improvements could accommodate larger groups
and offer better amenities for its users.
Trustee Savino asked what would be the maximum size of golf outings the Village could
target with the proposed facility. Golf Club Manager VanDyke indicated sixty players
would be the maximum number without affecting the members of the golf course.
Trustee Shumate suggested additional sinks and toilet facilities be included in the locker
rooms.
Trustee Caleel commented if there was an interrelationship between this food service and
the Bath and Tennis Club. Would this dining facility be used on a regular basis, operate
independently and amortize itself? Golf Club Manager VanDyke explained that this area
is presently the grill room and used actively now. The grill room does not maximize its
revenue with our present customers. The Five-Year Financial Plan includes the proforma
for this facility.
President Bushy related that the Village Administration building has a shortage of in-house
and public-use meeting space. There could be an additional opportunity at the Clubhouse
for this type of usage and food service during the off season months of the golf course.
This consideration was included in the proposed concept, and Chef Bryan could facilitate
food service.
Trustee Savino asked if a banquet was held in the new dining room facility, could this be
prepared by Chef Bryan? The type of food service will be reviewed by staff as well as
what type of wait staff is needed.
Trustee Kenny inquired if the Old Saddle Club food service was being considered. Golf
Club Manager VanDyke remarked that the new dining room would not expand its hours
beyond the normal operating hours of the golf course. Staff does not view this as a viable
option financially. He did suggest that many patrons use the grill room facilities now, and
staff wishes to enhance this with the expansion.
Trustee Kenny asked that Chef Bryan's higher level of food service be promoted with this
new dining room concept. Trustee Caleel recommended the Bath and Tennis Club be a
more usable facility rather than at the new golf clubhouse dining room. He suggested the
Bath and Tennis Clubhouse also be expanded and enhanced. He further requested a
proforma of projected revenue from these proposed investments.
Village Manager Veitch asserted the new irrigation system, conversion to bent grass, and
improved cart paths will reduce the number of days without cart usage to enhance our golf
course revenues.
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Golf Club Manager VanDyke stated all areas of the golf course operation generate
revenue, but with these improvements it will enable the course to charge more green fees.
The Five-Year Financial Plan indicates that the green fees are needed to generate increased
revenue.
Trustee Shumate noted the golf carts generate revenue and with indoor storage, this would
allow improved maintenance of the fleet. He indicated the Bath and Tennis Club received
large capital improvements, and the golf course revenue should be utilized for these
enhancements. He did not wish to raise green fees but offer this enhanced facility to our
residents. He suggested incorporating a fireplace with the expansion as a year-round
facility making it a warm and inviting place to visit.
President Bushy explained that our resident memberships receive excellent golf for the
green fees charged to them. Village Manager Veitch discussed the capital improvements
at the Bath and Tennis Club during the last four and half years were less than $100,000.
The window replacement project was approximately $55-$66,000, the skylight
replacement project was approximately$10412,000 and additional monies were spent for
such items as the canopies. Authorization has been given by the Village Board to go out to
bid to replace the BBQ Hut with a pool-side food facility that operates also as a pool
check-in facility. The projected cost is approximately $50,000. The Sports Core Fund
pays for its operating expenditures from the user fees. It pays for approximately 90% of
its operating costs. The source of revenue for the proposed expansion of the Golf
Clubhouse is from the anticipated sale of property to DuPage County for the roadway
improvement of 31" Street. The Village will receive a new Bath and Tennis Club drive, a
regraded show field area and approximately $840,000. The other source of revenue to
fund other major improvements at the Sports Core is the sale of three residential properties
on 315` Street and York Road to the surrounding property owners. This revenue would be
used to expand the Bath and Tennis Club by lifting the ceiling to accommodate more
patrons. This would be a revenue producing improvement along with the irrigation project
at the Golf Course which has been programmed in the Five-Year Financial Plan. The
proposed improvements of the Golf Clubhouse would begin in late 1998 and completed in
1999. With these improvements, the golf course should generate more revenue to the
Sports Core operation than it does presently.
Trustee Caleel recommended that the Library, Bath and Tennis Club and Golf Clubhouse
should be maintained in first-class condition as amenities in our community to retain the
value of our residential property. These enhancements will generate more usage and
revenue at the Sports Core.
President Bushy, in the absence of Trustee Bartecki, read the points of concern he had for
the Clubhouse improvements. He indicated that only the necessary improvements be
implemented so that the cost of playing for our residents is not excessive.
President Bushy asked for public comment at this time:
Mark O'Malley, 12 Cochise Court, stated he welcomed the improvements to the
Clubhouse so that he could bring more guests and remain at the Clubhouse with the
improved dining facilities.
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Emil (Dick) Calzaretta, 313 Woodview Court, agreed with the suggested improvements
but voiced his concern of increased green fees for residents.
Village Manager Veitch disclosed that the Village presently does not have the funding for
this project. The Village has been challenged in court by a resident on the Village's
authority to enter into an intergovernmental agreement with DuPage County on the
disposition of Sports Core property in the public right-of-way along 31' Street. It is
hopeful that this will be resolved mid-summer. If this does not resolve itself by mid-
summer, then staff will present other methods of financing this project on a short-term
basis. A possibility may be an interfund loan for financing the proposed concept.
Village Manager Veitch stated staff will refine the costs and final concept design for
review by the Village Board. If approved by the Village Board, then the Village will enter
into another architectural agreement and proceed with the design development, drawings
and bid process. President Bushy requested Chef Bryan's input of the kitchen and dining
facility due to the large cost of its implementation. Staff will present a proposal within a
month to remain within the time schedule. The estimated preliminary construction cost is
$960,000 with additional costs estimated to bring the total cost to $1,100,000. Staff will
review these costs and refine them closer to the $840,000 that has been designated for this
project.
Trustee Savino stated his agreement with Trustee Shumate that a fireplace would be a
excellent enhancement to the Clubhouse.* President Bushy clarified that the Clubhouse
was originally built by Paul Butler for a nine-hole, executive golf course for Mr. Butler's
guests and use by the Drake Hotel guests. It was open to the public but not intended for
50,000 rounds of golf annually. Funds from the bond issue were used for the acquisition
of the Sports Core property, expansion of another nine holes of golf and upgrading of the
front nine holes of golf. Funds were not spent on the Bath and Tennis Club nor much
improvements to the Golf Clubhouse.
President Bushy recessed the meeting at 9:10 p.m. The meeting convened at 9:26 p.m.
* President Bushy, at the Village Board meeting of May 26, 1998, indicated she had
mistakenly commented at the May 11, 1998 meeting on the original Clubhouse at the Golf
Course. The Golf Course Clubhouse was constructed by the Village of Oak Brook and
opened for business in the fall of 1980. When the Village originally purchased the Sports
Core, a small Clubhouse was already located on the premises north of the present
Clubhouse.
B. MUNICIPAL BUILDING PROJECT:
Rust Environment& Infrastructure, Inc. presented a preliminary concept for an addition to
the Village Hall that includes a new fire station and Fire Department headquarters,
Community Development, Engineering, Communications Center, Information Services
and Purchasing, a multi-purpose training room/Emergency Operations Center, other
shared/public spaces, and site improvements. The preliminary space program for the
building was circulated on March 27, 1998.
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Village Manager Veitch summarized the award of contract with Rust Environment &
Infrastructure in January, 1998 to update the space analysis and conceptual design. The
space analysis was reduced from a 42,000 square foot to a 36,000 square foot addition to
this building which included a 1.3 gross to net planning factor. Areas of reduction to
consider would be the training room/Emergency Operations Center, since the Bath and
Tennis Club and the potentially expanded Golf Clubhouse could be available for shared
usage of large group sessions. Shared space usage may need to be designed for
administrative usage within the Fire Department and inspectors from the Community
Development Department. Site improvements and costs will be reviewed further for
reduction of their costs. The first site plan does not include a parking structure at a total
cost of$6,500,000. The second site plan, at a total cost of$8,300,000, includes a parking
structure intended to reduce the amount of impervious cover on the site and increase the
survival of oak trees on the site. Staff does not consider this feasible, as the costs must be
reduced. Staff believes that the budget of$3,750,000 is unrealistically low in the Five-
Year Financial Plan if the Village is to address all of the needs. The budget number will
need to be recalculated as well as the costs.
Thomas Jacobs, Director of Architectural Services and Mike Schraeder, Architect for Rust
Environment & Infrastructure, gave a presentation of the proposed project. The project is
in the concept design phase, and they have developed the needs of departments into this
concept. Two goals of the project were to provide better interdepartmental
communications for the staff and better services for the residents. Five departments have
been designed to relocate to the proposed space and common spaces are programmed for
the project. The Fire Department needs fire apparatus storage space and living quarters for
eight. Included in this project is the relocation of the communication area and sharing
facilities of the Engineering and Community Development departments. This is designed
to facilitate the permit process. Common functions include the EOC training center as a
multi-purpose room to be used by staff and Village residents. An exercise area and
lounge, located on the site, may be used by the entire staff. Other site needs considered is
additional parking. Parking could be increased by 90 cars to facilitate a total of 200
vehicles. Parking alternatives have included surface parking, either located north of the
Village Hall, along 31st Street, or west of Spring Road, and a parking deck located north
of the Village Hall. Alternatives for providing on-site storm water detention have included
a detention basin, located near the existing salt dome, and underground storage.
Underground storage is being proposed to preserve as many existing Oaks as possible.
The consultant determined the existing Fire Station was at the end of its useful life and
proposed to demolish it. In the near future, Village funds will be necessary to update the
structure for compliance with current Village codes, and esthetically it does not blend with
the Village campus structures. Fire Department program goals are to provide a drive-
through apparatus base and exit for fire apparatus vehicles on Jorie Boulevard. Three site
plan alternatives were developed. One option was to build a 35,000 square foot, detached
structure west of the Village Administration building. The second option was to build a
detached structure to facilitate Fire Department operations and to build an addition to the
Village Administration structure to accommodate the other departmental functions:
Community Development, Engineering, Information Services and Communications The
third option was to build a 36,000 square foot addition to the Village Administration
building. Staff determined the third option is in the best interest of the Village. They
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suggested the structure being physically attached would provide interdepartmental
communications and easier access by the public with one facility.
Trustee Caleel questioned his concern of our Village Library and if it would have to
remain on this site pending the resolve of this litigation.
President Bushy explained these concepts were developed to show the Village Board what
options are plausible for this site and their cost factors. Cost factors will have to be
reduced, but the Village Board needs to determine what options they wish to include in
this proposal.
Trustee Savino asked if the parking area could be placed below grade. Mr. Jacobs stated
that due to the constraint of space, it would be very costly. Trustee Caleel asked that staff
determine what functions are needed and the project may be more costly due to the
extended functions.
Trustee Savino stated his concern that the only place for the Village Library may be on this
site if the Village loses their legal case on this issue. Trustee Caleel agreed with Trustee
Savino that this ruling needs to be resolved before the Village Board may determine how
to proceed.
Trustee Kenny inquired if a bond issue is needed for this project. Village Manager Veitch
commented that a bond issue is not required, as a budget of$4,500,000 is feasible for a
facility with our current cash reserves. The Village will have to cut some space and
content of the proposed project, but this project could be implemented within phases.
President Bushy read comments from Trustee Bartecki asking that the item be tabled until
the proposed Library ruling has occurred in Circuit Court. Village Manager Veitch
addressed the Gazebo issue suggested by Trustee Bartecki. The DuPage Mayors and
Managers Conference may be interested in purchasing this facility. This building is only a
2,900 square foot structure and would not give any synergy to the Village. This size could
not accommodate both Engineering and Community Development which is a goal of staff.
It would make the customer aspect even more difficult with having to go from one facility
to another.
It was the consensus of the Village Board of Trustees for staff and the consultants to
recalculate costs and reconfiguration of the proposed facility.
3. ADJOURNMENT:
Motion by Trustee Caleel, seconded by Trustee Savino, to adjourn the Committee-of-the-Whole
meeting at 10:40 p.m. VOICE VOTE: Motion carried.
ATTEST:
da K._ onnella, CMC
Village Clerk
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