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August 28, 2001

Mayor Krajewski called the Workshop meeting of the Village Council of the Village of Downers Grove to order at 6:30 p.m. in the Council Chambers of the Village Hall.

Present:Mayor Brian Krajewski; Commissioners Marilyn Schnell, Thomas Sisul, Michael Gilbert, Sue McConnell, Martin Tully; Village Manager Riccardo Ginex; Village Attorney Daniel Blondin; Village Clerk April Holden

Absent:Commissioner Mark Zabloudil

Visitors: Press: Susie Gura, Downers Grove Reporter Residents & Others in Attendance: Neil Kenig, KLOA -Traffic, 9575 Higgins, Rosemont; Steve Rebora, Desman Associates, 300 W. Washington; Jack McGuire, 1425 Gilbert; Edveta Wolf, 5123 Carpenter; Dolores Harrison, 4837 Oakwood; Don Duncan, 5125 Carpenter; John Przybyl, 1227 Gilbert; Dave Brown, 1508 Gilbert; Dave Tatterson, 1240 Gilbert; Debbie Morey, 5130 Carpenter; Roger Crisman, 1140 Gilbert; Patti and Larry Rosol, 6556 Berrywood; Mike Zaremba, 6200 Plymouth Ct.; Laurel Bowen, 829 Clyde Staff: Brian Pabst, Director Redevelopment; Susan Brassfield, Grants Coordinator; Mike Baker, Assistant to the Village Manager; Bob Jungwirth, Engineer; Kathy DesMarteau, Redevelopment; Steve Ruffolo, Public Works; Dennis Burke, Risk Manager; Jack Bajor, Director Public Works; Laura Wainwright, AMR Project Coordinator; Bob Porter, Police Chief; Jane Gerdes, Director of Engineering; Dave Conley, Water Manager; Marty Lyons, Director, Financial Services; Bob Schiller, Traffic Manager; Bob Shoger

Mayor Krajewski explained that Council Workshop meetings are held the second and fourth Tuesdays at 6:30 p.m. The meetings are video taped live and for later cable cast over cable channel 6.

The Workshop meeting is intended to provide Council and the public with an appropriate forum for informal discussion of any items intended for future Council consideration or just for general information. No formal action is taken at Workshop meetings.

The public is invited to attend and encouraged to comment or ask questions in an informal manner on any of the items being discussed or on any other subject. The agenda is created to provide a guideline for discussion.

Mayor Krajewski said that Officer Passo is one of 31 finalists in the American Kennel Club’s Law Enforcement Dog’s Division. He said that people can look at the website at www.AKC.org for further information and to see photos of the finalists. To be nominated, the dog had to perform some exemplary acts.

The Mayor said Council has reached a consensus and directed staff to begin negotiations with Rosol Construction regarding the development of the Gilbert-Curtiss landbank properties. He said a press release was sent out to that effect today.

Mayor Krajewski also said that a press conference was held this morning with Speaker Hassert and other elected officials to discuss the whistle-blowing proposal. He said that the delegation from Illinois stressed that safety was a concern, but the quality of life was also a concern. The Committee was taken by train through the neighborhoods that would be affected by the whistle blowing.

MANAGER

Bids:

Purchase of Staff Vehicle for Village Manager. Manager Ginex said staff recommends purchase of a vehicle for the Village Manager. His car will go to the Deputy Police Chief.

Purchase of Replacement Ambulance. The Manager said this item has been removed from the agenda for further review by the Public Safety Committee.

Change Order: Extend Work and Contract Deadline for 2001 Sidewalk Replacements. The Manager said there has been a request for additional sidewalk repair in the amount of $12,815, for which funds are already budgeted. The contract will be extended from July 31 to October 1.

Commissioner Tully asked whether the sidewalks will be completed by October 1.

Jack Bajor , Public Works Director, said they would be. Commissioner Tully asked the location of the additional sites. Mr. Bajor used a map to show the additional sidewalk area. It includes Williams, Sherwood, Middaugh, Elm, Maple, Summit, Graham and Binder.

Commissioner Tully asked how a resident can find out if their area is affected and Mr. Bajor said they can call the Village. The Mayor said to call 434-CALL.

Automated Meter Reading Presentation. The Manager turned the discussed over to Jack Bajor.

Mr. Bajor said staff has devoted an enormous amount of time and preparation to this project. It is a $4.1 million program that will result in a fixed network program, which they hope to have completed in two years. There will be a replacement of 15,000 residential meters and 3,000 commercial meters.

Laura Wainwright , AMR Project Coordinator, made a presentation to the Council of the project, stating the Council has received a copy of the presentation in their information packet. RFPs were sent out May 1. It is structured in 3 sections. She said the PMMI vendor will be the main vendor responsible for the project. Ms. Wainwright said that Water Resources, Inc of Elgin has been selected and will provide the new meters, which includes the Hexagram STAR system. The system they propose uses radio signals and sends data to the data collection units. She explained the components of the Hexagram STAR system. The MTU will replace the visual remote units. She indicated that there will be 14 collectors spaced throughout the Village to which the data will be fed.

Ms. Wainwright said that the STAR system provides twice daily readings per meter providing more efficient and responsive customer service. If information is needed for a specific account it can be provided in a variety of readings. She said that Hexagram has been very responsive to staff’s inquiries. The meters to be used are Schlumberger Water Meters, which the Village has been receiving for the past several years. The register is a true encoder and eliminates discrepancies between inside and outside house readings. It is made of a material called lead-free EnviroBass. She said that Schlumberger also operates a UME exchange program which is a universal measuring element. This provides the ability to retrofit 2500 existing meters.

Ms. Wainwright discussed program implementation saying there will be a great deal of customer relations necessary including mass mailings to the residents, utilization of the Village’s Cable TV programming, providing information on the Village’s web site as well as to local newspapers. There will be two blackout periods, December 15 through January 15, and June 20 to July 8.

Ms. Wainwright said the proposed hours of operation are Monday-Friday, 7:00 a.m. to 6:00 p.m. and Saturday, 7:30 a.m. to 4:00 p.m. All workers will carry an ID and vehicles will display proper identification.

Regarding scheduling for the work, Water Resources still qualifies as the lowest bidder under either option of 60 months of 24 months.

Marty Lyons , Director of Financial Services, continued the presentation stating staff looked at the 2-year and 5-year schedules. The differences are operational and financial. The vendor seemed competent to handle the load of a two-year option, one year on the north side, and one year on the south side.

From a financial perspective, Mr. Lyons said that Northern Trust projects 3.87% interest rate on 10 years. In terms of waiting on financing, Mr. Lyons said they could and use the fund balance, however, there is no cost to borrowing at this time. He would advocate a bond this year, knowing they will have additional financing next year when they move forward with the parking deck. Mr. Lyons said this allows a great deal of flexibility with respect to the rest of the water fund. They have to complete the work on the south tank, including the Park District building. He advocates the two year cycle and with financing. The two year cycle provides higher revenues immediately and there is no cost to borrowing. In terms of how long it would take to cover the cost, he said it would be very short.

The Mayor asked if it is time to refund the Library bonds, and Mr. Lyons said yes. He will have the numbers available in the next day or so and will e-mail them to the Council as soon as possible.

Mayor Krajewski asked Ms. Wainwright about the use of the Hexagram System in other municipalities. She responded that it is in use in Evanston, Warrenville, and is currently being in installed in Willowbrook. Evanston is ahead of scheduled in their installation. Palatine is also in this project. She said Evanston received Council approval to accelerate their project from 3-1/2 years to 2 years.

Commissioner Schnell complimented Ms. Wainwright for her professionalism throughout the process, and the tremendous amount of work she has dedicated to the project. She said she visited Evanston with Laura and witnessed some of the benefits this system will bring to the Village. The Village will be paid for the water that is used, and there will be a way to report the daily amount of water generated. Commissioner Schnell said it is a very innovative program, and a win/win situation for everyone.

Commissioner McConnell asked if the financials were projected on today’s water usage. Mr. Lyons said it was based on a one percent increased usage. He said that if they were to continue on with the current billing versus usage level there would be a $.25/unit increase. By going with this program there will be more accuracy in the billing that will reduce the rate increase of $.10. They will gather the data for the first six months before determining the amount of the rate increase that is needed.

Commissioner McConnell echoed Commissioner Schnell comments about Ms. Wainwright’s commitment and professionalism. She asked about installation. Ms. Wainwright said it takes about an hour to install the meters. Water will be shut off at the main shutoff or the buffalo box. She explained the general replacement procedure, noting that residents do need to be aware of where their meter is located. She noted that the retrofit will take less than one-half hour.

Commissioner McConnell said she would like to have a periodic update on the project.

Commissioner Tully also congratulated Ms. Wainwright for her work and asked for an elaboration on the advantage of having daily meter readings rather than the current system. Ms. Wainwright said data is important. The continuous reading allows them to troubleshoot specific problems and determine where there may be problems of high or low usage. They will be able to more quickly determine leaks and provide more accurate readings. Ms. Wainwright said the Village currently obtains one reading every two months.

Commissioner Tully asked about the financial benefit. Mr. Lyons said that presently they do an annual state LMO report. There are a variety of sources of unbilled usage, such as hydrant leaks, water main breakage, etc. Another source of unbilled usage is inaccurate readings from the inside meter to the outside meter. A more accurate reading system helps pay for the water the Village buys. In addition, on the operational side there are 500-1,000 home closings in the Village each year, and staff has to read those meters to close out those accounts. This system will address these matters.

Commissioner Tully asked about the remote and how it operates. Ms. Wainwright said it operates on a radio frequency and is placed on the side of the house. As to the effect it has on other uses in the house, Ms. Wainwright said the radio frequency to be licensed to the Village is at a higher frequency than normal appliances. Because they are licensed through the FCC there would be no other interference with radio frequencies. She said that Boston had a problem only because their taxi company was operating illegally on their band. That is the only problem she has heard of.

Commissioner Tully asked about installation protocol, saying that almost all meters will be inside the home which means someone has to access the home. He would suggest that they require background checks on all of the installers for the well being of our residents. In addition, there should be lists of where the installations will take place, and the time so a resident can call and confirm the information.

Ms. Wainwright said that the two-man crew is also a security measure as well. There will be a list of scheduled appointments provided to VOC so verification will be possible for residents calling in.

Commissioner Sisul asked whether they anticipate additional staff for this project. Ms. Wainwright said they do. Bob Shoger will be assisting on the project once installation begins. With the ongoing use of the project, she sees no need to hire additional staff.

Don Duncan , 5125 Carpenter, asked the cost for the project and what the return on the investment would be. Mr. Lyons said the total cost of the project is $4.125 million, and they anticipate the project to be paid off before year 11 on a system that is designed to last 20 years. They anticipate an 8% increase in accuracy resulting in about $9.7 million over the 20-year life of the project.

The Manager said this would be placed on next week’s Active Agenda.

Installation of Opticom Emitter in Police Vehicles. The Manager said Opticom emitters are presently on the fire vehicles, and the Public Safety Committee has requested reviewing the installation of these on police vehicles as well. He asked Dennis Burke to discuss this item.

Dennis Burke , Village Risk Manager, said the Public Safety Committee requested review of installing the Opticom emitters in the police vehicles since there have been recent accidents involving police vehicles responding to emergency situations. The emitters have been in fire vehicles for a number of years. All of the Downers Grove intersections with traffic lights respond to the activation of the emitters. Cost for the units is $395 with Tomor, and $675 with 3M. Mr. Burke said Chief Porter is enthusiastic about having these units installed into 24 marked units. The total cost per unit including labor is $702 per unit, or $16,842 for the entire project. Mr. Burke said the recommendation was to draw the expense from the Vehicle Maintenance fund. The most important aspect of installing the equipment would be the training of the officers. He noted that this is merely a tool to assist the officers in responding to emergency calls. This equipment would be installed by the Village fleet garage.

Commissioner Gilbert added that the Public Safety Committee reviewed this and he noted that from a policy standpoint, the speed at which a squad goes through an intersection does not change. The speed restriction remains the same. In addition, crosswalk lights are not pre-empted with this system.

Grant Award Agreement: Local Law Enforcement Block Grant. The Manager said the Police Department was awarded $18,900 from the Bureau of Justice Assistance, with a 10% local share. Staff recommended the funds be used for a community support van, and he recommended waiving the one-week waiting period to move forward with this item.

Parking Deck: Desman. The Manager asked Brian Pabst to present this item.

Brian Pabst , Director of Redevelopment, said that on July 17, the Council directed Desman to proceed with the Design Development Phase, and also decided on specific materials. He said that Steve Rebora would be presenting other design development documents from the Desman plan. He introduced Steve Rebora.

Steve Rebora , Desman, said they have put together design development documents which details the schematic design previously submitted. Regarding lighting, Mr. Rebora said they recommend a white light which gives the best color recognition. There were concerns about light spillage from the garage as well. He referred to documents the Council had depicting a PGL1 garage fixture with an up and a down component. It provides good lighting for the garage. The manufacturer can create baffles for this lighting and they are investigating that. These are for exterior lighting. Exterior lighting would be positioned to avoid spillage and would be baffled. Another option is the omni system light that has a snap-on grille. The decision will be based upon cost and architectural aesthetics.

Regarding the color of the brick, Mr. Rebora said they provided four different brick samples and will specify one type of brick, but not until there is a field mock up.

Mr. Rebora then noted the Village’s concerns about traffic and asked Mr. Neil Kenig of KLOA Traffic and Parking Consultants to lead that discussion.

Neil Kenig , KLOA Traffic and Parking Consultants, said that Desman and the Village asked them to do a traffic impact study for the proposed garage. He reviewed the report submitted to the Council. He said the study consists of a site accessibility study, data collection, traffic characteristics, site traffic assignments and analysis, and their recommendation. The study involved the accessibility of the garage bounded between Main, Maple, Washington and Curtiss. They looked at the street improvements, and traffic during the AM and PM peak hours. He identified Main Street as the primary carrier of traffic, seconded by Maple, with Washington serving as a collector Street, and with Curtiss serving as a local street paired with Burlington. Mr. Kenig said that the parking deck will support the existing commuter, patron and residential traffic. The highest traffic comes from the south. He reviewed the specific traffic figures during the peak hours. They projected a conservatively high approach on the amount of traffic they estimate will be generated by the parking deck. They estimate 285 commuters in-bound in the a.m. peak and 80 out-bound, and 160 in-bound at the evening peak and 300 out-bound. He said in their conservative analysis they anticipate that all intersections around the site will continue to work well with the exception of some deterioration at Maple and Washington. He said if that intersection is signalized it would work much better. Mr. Kenig recommended that the condition be monitored after the garage is built and in operation, as trip generation rates and travel paths may change. He noted that signalization cost is approximately $150,000.

Mr. Kenig then showed a depiction of the access drives on Curtiss Street and right turn lane, recommending the removal of the curb, sidewalk and some parking spaces to accommodate right turn traffic. Regarding the access drive onto Washington, they project a higher volume of traffic and recommend a left turn lane and removal of the curb parking along the east side of Washington Street up to the deck entrance. Coming out of the facility, they recommended that the curb spaces on the west side also be removed.

Commissioner Tully reviewed the projections for traffic increases made in KLOA ’s report and asked Mr. Kenig to verify those projections, which he did. Mr. Kenig said they had been very conservative in not taking out any existing traffic in the analysis. Commissioner Tully asked whether it would be correct to assume there would be a shift in traffic as well. Mr. Kenig said they discussed that because there was a demand for about 300 commuter parkers; however, they also understood there was a backlog of people wanting parking spaces. The parking deck may also serve additional future development in the downtown area, as well as cover the 200 spaces that are being lost. He said they see the existing traffic patterns as remaining the same.

The Mayor added that some commuter lots will be closed down as well which may reduce traffic in other areas.

Commissioner Tully asked about the spaces lost on Washington and Curtiss which totaled 21 spaces. Mr. Kenig said they could possibly gain ten of those spaces back.

There was additional questioning relating to specific lanes recommended in KLOA ’s study regarding accessibility for left hand turns, crosswalks, placement of stop signs, etc. It was noted that the recommendations are, at this time, conceptual and subject to modification based upon the final design.

Commissioner Gilbert asked whether their recommendation was to go forward with the light at Maple and Washington. Mr. Kenig said he would wait until the deck is built and in operation, and then review the necessity for the light.

Commissioner Gilbert asked if it was possible to provide a net effect as to the amount of traffic and number of surface parking spaces.  He would like to know how many spaces could fit into the northeast corner of the property.  He would like the current and projected counts on one chart.  Mr. Kenig said he could provide estimates.

Commissioner Sisul asked whether the overhead was an actual location in relationship to the driveways. Mr. Kenig said that it was. He said what was shown is the existing buildings. He said from the east there is one lane in and one lane out. Traffic would go into either the left turn or right turn lane. Commissioner Sisul said that southbound traffic would want to exit on the east side and Mr. Kenig said that was correct. Commissioner Sisul asked whether they could provide two south-bound lanes and Mr. Kenig said that could only be done with signalization. He said that the traffic distribution is based upon the current train patterns, so the 300 commuters are spread out in the study.

Commissioner Sisul then referred to the service roadway that goes through and around the west side of the deck. Mr. Kenig said it goes through the deck and also serves as a fire lane. Commissioner Sisul asked about the existing alleyway. Mr. Kenig said that is a proposed pedestrian walkway.

The Mayor asked staff to provide the number of commuter spaces north of the Post Office. Once the deck is up they can sell the passes according to where people live relative to the north and south side of the tracks to alleviate cross traffic.

Commissioner McConnell asked about the Main and Maple numbers, saying that the left hand turn lane on Maple is not very long. Mr. Kenig said they can look to see what length of storage is required for potential restriping of the lane.

The Mayor recommended to the Village Manager that the report be given to Parking and Traffic for their feedback.

Commissioner Tully questioned Mr. Rebora regarding the lighting, and the beehive baffling for the perimeter levels. He asked if they have had further thoughts about how to handle light spillage on the top level of the deck.

Mr. Rebora said that the roof lighting requirement is for fewer foot candles than the inside of the deck so they are recommending a larger fixture but less of them. He showed a sample of the type of light they would use. The lights are hung on poles and mounted on the interior of the garage. They would be pulled in a minimum of 60 feet. They are also proposing shorter poles so they will not be able to be seen from the ground.

Commissioner Tully asked about light spilling out to other buildings where people live on upper floors. Mr. Rebora responded that they can minimize it by the pattern of the light so that it is distributed to only the deck.

Commissioner Tully then asked for an update of the security features. Mr. Rebora said they had advanced the security to the point of recommendation. The Village staff did a report for Desman to review. Desman is looking to the Village to make a recommendation as to what they want and Desman will develop it to those guidelines. The staff report recommended an emergency center and call stations. That will be developed further in the construction documents. He agreed with Commissioner Tully’s comments that the openness of the design, lighting and glass facing would also contribute to the security of the facility.

Commissioner Tully asked about the proposed expansion of the events area on the first floor. Mr. Rebora said they were able to add more footage to that area. He showed a drawing on the overhead of the expanded area which would be used for community events. They increased the area by 900 square feet without any major design changes.

Commissioner McConnell commented on the lighting and safety, and said that the primary concern is always safety, with cost and aesthetics following.

Commissioner Schnell said that the staff security report addresses the installation of the video system and asked if that would be available in the design phase. Mr. Rebora said it would be incorporated in the construction documents. Commissioner Schnell said that Lt. Church’s report had several recommendations. Mr. Rebora said those would be incorporated in the next phase.

STANDING COMMITTEE REPORTS

Commissioner Gilbert said that the Public Safety committee would meet on Wednesday morning and will be discussing the ambulance again.

Commissioner Schnell said the Public Works Committee did not have a meeting scheduled for this evening, but some residents came to express concerns about flooding issues from last week’s storm in the Carpenter and Gilbert area. She said they will review the concerns and meet with the residents. If reports are available, they will meet on September 4 to discuss the Main and Franklin intersection and the PSI report as well. She said staff has received many photos from the recent storm and will get back to the residents. Commissioner Schnell said a referendum was passed 35 to 40 years ago, and the third phase of what was passed was never actually implemented. She said the question was raised if they now have an obligation some 40 years later, to fulfill that referendum.

Edveta Wolf , 5123 Carpenter, said she has a detention pond in her back yard. She does not like how the stormwater system is being handled. You cannot put in new buildings without fixing the situation. Her concrete is popping up. This has happened since the infrastructure construction. There is now erosion that is extreme. Ms. Wolf said her townhouse has an association and had an architect come out who described the problem as erosion. There is parking five feet from the tunnel and there is a severe problem with the water. The Mayor asked that she give the architect’s report to the Village staff. She said the architect looked only at the stairs.

Don Duncan , 5125 Carpenter, said he is the President of the Homeowners Association and is concerned about the stormwater drainage. He said he is concerned about the stormwater drainage going through St. Joseph’s Creek. He said the improvements that were supposed to be done in the 1960s were not completed. With the proposed additional landbank development, they need to be sure that the system can handle the new development. The Mayor said that staff will address the issue and will also meet with the contractor to consider stormwater. He said they are in the process of providing agreement documents at this time. The Village has directed staff to work with Rosol Construction.

John Przybyl , 1227 Gilbert, distributed photographs of his property on Saturday following the storm. He said he has seen that level of flooding in his yard only twice before in 11 years. Although there was not that much rain Saturday, the water level was extremely high and was moving rapidly. He said this has occurred since the infrastructure work. Mr. Przybyl said that in 1965 there was supposed to be dredging of St. Joe’s Creek. He said he went out to the Creek today and put a ruler in. There was 6” of water. It is obvious that as more development occurs the drainage will be less and less adequate.

Mayor Krajewski asked Mr. Bajor to contact Harry Spataro who was on the Council at that time and get some background information.

ATTORNEY ’S REPORT

Attorney Dan Blondin said staff recommended the Council waive the one-week waiting period and act on the local law enforcement block grant program this evening due to filing deadlines.

Commissioner Sisul moved to waive the one week waiting period for new business. Commissioner Gilbert seconded.

AYES :Commissioners Sisul, Gilbert, Tully, McConnell, Schnell, Mayor Krajewski

NAYS :None

The Mayor declared the Motion carried.

The Mayor asked the Village Clerk to read the resolution.

A RESOLUTION AUTHORIZING SUBMITTAL OF GRANT AWARD AGREEMENT TO THE BUREAU OF JUSTICE ASSISTANCE FOR FY 2001 LOCAL LAW ENFORCEMENT BLOCK GRANT PROGRAM

RESOLUTION 2001 -72

Commissioner Sisul moved to approve the Resolution as read. Commissioner Gilbert seconded.

AYES :Commissioners Sisul, Gilbert, Tully, McConnell, Schnell, Mayor Krajewski

NAYS :None

The Mayor declared the Motion carried.

ADJOURNMENT

Commissioner Sisul moved to adjourn to closed session pursuant to Section 2©(1) and 2©(6) of the Illinois Open Meetings Act to discuss personnel and real estate matters. Commissioner Gilbert seconded.

AYES :Commissioners Sisul, Gilbert, Tully, McConnell, Schnell, Mayor Krajewski

NAYS :None

The Mayor declared the Motion carried and adjourned the meeting to Closed Session at 9:00 p.m.

April K. Holden Village Clerk tmh/