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Regular Meeting Tuesday, July11, 2017 7:00 P.M

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Regular Meeting Tuesday, July11, 2017 7:00 P.M BOARD OF TRUSTEES MEETING SAMUEL E. DEAN BOARD ROOM BUTLER GOVERNMENT CENTER 1200 OAK BROOK ROAD OAK BROOK, ILLINOIS 630-368-5000 REGULAR MEETING TUESDAY, JULY11, 2017 7:00 P.M. 1. CALL TO ORDER 2. ROLL CALL 3. PRESIDENT’S OPENING COMMENTS A. Senior Lifestyle Presentation B. Williams Architects - Renovation – Oak Brook Golf Club House Presentation C. Mercury Presentation 4. RESIDENT/VISITOR COMMENT 5. APPROVAL OF MINUTES A. Regular Board of Trustees Meeting of June 13, 2017 6. CONSENT AGENDA: All items on the Consent 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 Consent Agenda and considered as the first item after approval of the Consent Agenda. A. Accounts Payable for: Manzo/ Yusuf Period Ending June 22, 2017 - $739,073.12 Period Ending July 6, 2017 - $638,826.32 Significant Items included in Above: 1) Ancel, Glink, Diamond, Bush, DiCianni & Krafthefer, P.C., - Legal Services – May 2017 - $17,484.08 (FY17 – YTD - $100,794.59 2) Rathje Woodward, LLC - Legal Services - May 2017 - $3,333.33 (FY17 – YTD - $16,666.65) TOTAL LEGAL BUDGET FOR 2017 IS $293,100 - TOTAL LEGAL BILLS PAID FOR 2017- YTD - $136,500.99 3) TransChicago Truck Group – New Freightliner MT55 – Special Team Utility Vehicle – Fire Department - $98,497.00 BOT AGENDA Page 1 RG 4) Ravenswood Event Services – Taste of Oak Brook 2017 – 2nd Scheduled Deposit - $42,039.00 5) Health Care Services – HMO Illinois – July 1, 2017 through August 1, 2017 - $30,323.73 6) DuPage Water Commission – May 2017 - $385,593.20 7) Burns McDonnell – Professional Services for General Engineering Support - $24,742.50 B. Approval of Payroll for: Manzo/ Yusuf 1) Pay Period Ending June 17, 2017 - $753,391.82 2) Pay Period Ending July 1, 2017 - $797,749.30 C. Community Development Referrals 1) 3622 York – Variation – Lot Area Requirements Baar/ Cuevas 2) Wennes Estates – 3622 York Road – Preliminary and Final Plat of Subdivision Saiyed/ Tiesenga 3) Oakbrook Shopping Center, LLC – Text Amendment Baar/ Cuevas D. Authorization to Seek Bids or Proposals or Negotiate Contracts: 1) Carpet Replacement in the West Wing Offices, General Area and Training Room Tiesenga E. Village of Oak Brook – Monthly Financial Report – May 2017 Manzo/ Yusuf F. DuPage Mayors & Managers Conference 2017-2018 Membership Dues and Debt Assessment Lalmalani G. Reject and Re-Bid – Butler Government Center Lower Level Restroom Renovation Project Tiesenga H. Change Order – Forest Glen Roadway Patching and Repairs Tiesenga 7. ITEMS REMOVED FROM CONSENT AGENDA 8. BOARD & COMMISSION RECOMMENDATIONS A. Rock Sugar – 2022 Spring Road – Special Use - Outdoor Dining Area Adjacent to a Restaurant Baar/ Cuevas ORDINANCE2017-ZO-SU-EX-S-1502, An Ordinance Granting a Special Use For an Outdoor Dining Area Adjacent to Restaurant for the Property Located at 2022 Spring Road in the Village of Oak Brook, Illinois 9. ACTIVE BUSINESS A. Ordinances & Resolutions 1) RESOLUTION 2017-PW-SALT-R-1650, A Resolution Approving and Authorizing the Award and Execution of a Contract for the Salt Dome Repair Project By and Between the Village of Oak Brook and Dome Corporation of North America Tiesenga BOT AGENDA Page 2 2) RESOLUTION 2017-FD-EQ-R-1651, A Resolution Approving the Purchase of an Incident Baar/ Command Vehicle from Haggerty Buick GMC Cuevas 3) ORDINANCE 2017-PW-WPA-COOK-R-1503, An Ordinance to Address Conflicts with Cook County Ordinances Regarding Minimum Wage and Sick Leave Tiesenga 4) RESOLUTION2017- BGC-HVAC-R-1649, A Resolution Approving the Waiver of Competitive Bidding and Authorizing the Execution of an Agreement with Trane U.S. Inc. in Relation to the Maintenance of the HVAC Units at the Butler Government Center Tiesenga 10. INFORMATION & UPDATES A. Village Manager B. Village Clerk C. Trustees D. Village Attorney E. Village President 11. ADJOURNMENT In accord with the provisions of the American with Disabilities Act, any individual who is in need of a reasonable accommodation in order to participate in or benefit from attendance at this public meeting should contact the Butler Government Center (Village Hall), at 630-368-5010 as soon as possible before the meeting date or for TDD response (630) 990-2131 as soon as possible before the meeting date. BOT AGENDA Page 3 RG BOARD OF TRUSTEES MEETING SAMUEL E. DEAN BOARD ROOM BUTLER GOVERNMENT CENTER 1200 OAK BROOK ROAD OAK BROOK, ILLINOIS 630-368-5000 AGENDA ITEM Regular Board of Trustees Meeting of July 11, 2017 SUBJECT: Renovation - Oak Brook Golf Club House FROM: Riccardo F. Ginex, Village Manager BUDGET SOURCE/BUDGET IMPACT: See Presentation RECOMMENDED MOTION: NA Background/History: Since May 2016, we have had discussions at the Board level regarding improving the Golf Clubhouse facility in an effort to increase the use and profitability with our golfers and bringing a year-round dining environment to the facility, especially between the hours of 4:00pm – 10:00pm. The facility was expanded in the early 2000’s but it has not shown the type of profitability as intended since our golfers do not stay after playing but go to other restaurants to have something to eat and drink. During our budget discussions in November, the Board gave approval to engage Williams Architect’s, who have extensive experience in renovations of golf clubhouse facilities and whom the Village already has an established professional business relationship with. In our immediate area, Williams Architect’s has done renovations for the following golf courses and country clubs; Arrowhead Golf Course, Eagle Brook, River Bend, Medinah Country Club and Butterfield Country Club. Since that time, staff has worked with several team members from Williams Architect’s and Profitable Food Facilities to provide a renderings and a report on how we can improve the facility beginning in 2018. It was our intentions to have William’s Architects provide conceptual renderings for improvements to the dining area with the addition of a bar, better use of space allocation and upgrading of the outside seating area. RG BOT AGENDA Page 1 Tom LaLonde from Williams Architect’s, supplied the attached renderings and will make a brief presentation of the renovations. Additionally, Mr. Mike Holtzman, President of Profitable Food Facilities will discuss the feasibility analysis he did on the food service and ways to improve the facilities use for success. Additionally, the Sports Core Long Range Planning Committee met and viewed the renderings. While there was discussion that the project may be too costly and could be done for a lower amount, the overall response was very favorable. They recommended doing an educational campaign and survey of the golfers who use the facility and to our residents. Also, we would display the renderings at the club house, the Village Hall and on the Village website for comments to be given by all interested golfers and residents. They wanted to gauge the desire to move forward. Staff would like to gain consensus from the Board to do move forward and gain that input as was recommended by the Sports Core Committee and then return to provide the findings of the input. The initial cost estimate for the project is approximately $994,419. If there is a full renovation of the bathrooms and locker rooms it would be approximately $150,000 more for an approximate total of $1,144,419. After receiving input and if the Board does decide to move forward with the renovations to the clubhouse, staff will work with Williams Architects to provide design and engineering plans and a bid packet for release. It would be possible that the bid could be released by October and construction would be planned for the winter of 2018, January – April in preparation for the upcoming season. In order to fund this project, the Village would use the golf surcharge fund, which has been a $3.00 fee collected on each round of golf for use at the facility in case we would experience severe flooding again. Additionally, we would institute a minimal increase for green fees and hope to see a $2.00-3.00 increase in food and beverage per round. It should be noted that the overwhelming majority of golfers who use the facility are non- residents who will help subsidize the refunding of the loan. Presently, the surcharge balance is currently $467,200. Assuming there are no more expenses charged to the surcharge account, the balance next April is expected to be approximately $528,000. If we do the entire project at the beginning of 2018, we would take a loan from our reserves for the balance of the costs that could be paid back directly from the golf surcharge fund over a 5-10 year period. We would keep an appropriate reserve amount in the fund for flooding issues. Several steps have been taken over the past few years which have helped to mitigate a flooding issue. Another option for the Board would be to phase the project in over a three year period. If done over three years it may be possible to do the phases as follows: Year Renovation Approximate Cost 2018 Bar, Dining, and Kitchen $744,745 2019 Outside Patio and Entrance $175,078 BOT AGENDA Page 2 2020 Total Bathroom Renovation $327,710 Total $1,247,533 Attached, are the renderings and draft budgets from Williams Architect’s and the Feasibility Analysis from Profitable Food Facilities. Recommendation: The Board has discussion and gives further direction to staff. BOT AGENDA Page 3 Oak Brook Golf Club CLUBHOUSE IMPROVEMENTS 21 June 2017 Floor Plan Optional Toilet / Locker Room Renovation Rendering – Bar Area Rendering – Bar Area Rendering – Dining Area Rendering – Front Entry Renderings Renderings Character Image Arrowhead Golf Club Character Image Ridge Creek Golf Club Character Image Pinecrest Golf Club Character Image Arrowhead Golf Club Character Image Ridge Creek Golf Club Character Image Pinecrest Golf Club Budget Proforma Date: 7/5/2017 Project: Oak Brook Golf Clubhouse Renovation Village of Oak Brook Dining, Bar, Kitchen & Restrooms By: DJH Proj # 2017-005 PRELIMINARY ESTIMATE OF PROBABLE CONSTRUCTION COST item quantity unit $ / unit multiplier subtotals totals 1.0 PHASE 1 - DINING, BAR & PRO SHOP A.
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