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August 22, 2006

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, Sue McConnell, Martin Tully, Ron Sandack, Stan Urban, William Waldack; Village Manager Cara Pavlicek; Village Attorney Enza Petrarca; Village Clerk April Holden

Absent:None

Visitors: Press: Kevin Stahr, Downers Grove Reporter Residents: John Schofield, 1125 Jefferson Avenue; William C. Wrobel, 7800 Queens Court; Andrew Clark, 1226 62nd Street; Peter Hultman, 5540 Walnut, Unit 12C; Christine Fregeau, 1918 Elmore Avenue; Greg Bedalov, 4840 Seeley Staff: Deputy Fire Chief Bob Tutko; Deputy Police Chief Jim Black; Dave Barber, Director, Public Works; Andy Matejcak, Director, Counseling & Social Services; Don Rosenthal, Director, Community Development; Greg Zimmerman, Director, Human Resources; Liangfu Wu, Director, Information Services; Mike Baker, Assistant Village Manager; Dave Fieldman, Deputy Village Manager; Rita Trainor, Director, Financial Services; Doug Kozlowski, Director, Marketing & Media Relations; Naz Yetgen, Intern

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.

MANAGER

Consent Agenda Items

Bid: Fire Hydrant Painting.

Bid: Excavating Debris Hauling.

The Mayor asked who the prior contractor was, and the Manager said she would provide that information to the Council. The Mayor asked whether the company they are considering is in Downers Grove, or just has a P.O. box. The Manager said staff would find that out as well.

Bid: Purchase of Six Police Vehicles.

Mayor Krajewski said he submitted questions to staff and received some of the answers. The Manager said that staff would respond in more detail before the next meeting in September. The Mayor expressed his concern that it takes up to a year to get a vehicle on the street.

Surveying Services for 2007 Projects.

Commissioner Sandack asked about the disparity in bids, noting that the costs were broken out. He asked why there were such wide variances. The Manager said that staff spoke with Burns McDonnell. Staff verified that the bidder can provide the scope of services requested, and verified the work being promised within that bid figure. The Mayor then asked whether the Village ever bids alternates in order to get more surveys done. The Manager said it is a good practice and something they ought to do, but doesn’t know that it’s been done in the past. She said they can talk to the bidder now to see if they would agree to this price.

Bid: Street Sweeping Maintenance Services.

The Mayor asked whether Elgin Street Sweeping bid on this.

Dave Barber , Director, Public Works, said they did bid, but did not provide adequate insurance coverage. They have performed services for the Village in the past, but he is not sure if they had the contract last year.

The Mayor noted that when Public Works had their own sweepers there were continual maintenance problems and repairs. At that time Elgin was the sole source for Elgin sweepers, and the Village chose to contract out. He asked who the past contractor was, and what the insurance problem was. Mr. Barber responded that they were off several million dollars in the total liability and umbrella insurance.

Participation in the Suburban Tree Consortium Resolution for Tree Supply and Planting Services.

Commissioner Waldack asked whether additional trees have been included in this item. The Manager said she thought Commissioner Waldack is referring to the proposal to plant 175 trees for the 175th Village anniversary. She said the Village Forester has verified that they will be able to plant additional trees.

Mayor Krajewski asked about surrounding towns and how many trees they were planting. He would like to be in line with them or exceed that number.

Fire Station #1 Washroom Construction (CIP Project MB-043).

Commissioner Waldack said he asked why the sheets provided by staff looked as though the Village did not go out for bid on this item, when they actually did. He asked that in future the bids be reflected on the green sheets.

Abrogation of Utility Easement at 5807 Fairmount Avenue.

Commissioner Tully clarified that this is an abrogation of an easement and is not a vacation of any right-of-way property owned by the Village.

Special Commercial Event License – Downers Grove Rotary Club Oktoberfest.

Commissioner Tully informed the Council that the Tourism and Events Commission unanimously approved a recommendation to the Council that this event take place again in the same location and circumstances as it did last year.

Kent Ebersold , 1519 Hillcrest Road, a member of the Rotary Club, presented an official oompah hat to the Village Manager. He said that the event began six years ago and has become an event people look forward to.

AT&T Maintenance Contract Renewal.

The Mayor asked about last year’s cost for this, saying that they only budgeted $10,900 yet it shows $18,500. The Manager said this was for an eight-month period. She will look at the contract regarding an increase.

Emergency Replacement of HVAC System Compressor at Police Station, 825 Burlington Avenue.

Commissioner Schnell asked how long the compressor will last, and the Manager responded from 20-25 years. Commissioner Schnell asked what happens if the Police Department is moved. The Manager said that the Village is so early in the process, she can’t answer that question. If there is a move of the Department the building might be utilized for other services.

The Mayor had several questions about this, saying that the earlier compressor was installed by the current bidder in 2001. He said it appears that there were problems with installation. Because of that, he would not have asked them to bid on this project given the installation problems. He would do that with all other projects as well, if service has been unsatisfactory.

The Manager responded that in the review process bidders are disqualified from being awarded the bid, but are not prohibited from placing a bid. It could just be a matter of semantics. If they do bid the low dollar, it is important to be able to document why the bid is disqualified.

Commissioner Tully noted that sometimes there are contracts with no bidder. Having bidders provides a useful data point, and perhaps that could be flagged so that new employees would be able to identify bidders who were unacceptable.

Active Agenda and Informational Items

Ordinance Increasing the Number of Wine Shop Licenses. The Manager said this ordinance was prepared by the Village Attorney in response to a request to increase the number of licenses.

Scheduling Public Safety Committee Meeting – Police Budget Items. The Manager said that staff has items to discuss with the Village Council in advance of the upcoming budget workshop process. It was suggested that this be done in a Public Safety Committee meeting, and then come to Council in a Workshop setting. The date chosen is September 6, 2006 at 8:30 or 9:00 a.m. She noted that Commissioner Urban sits on that Committee. The Village Clerk would properly notice that meeting as well.

Commissioner Sandack asked if they need to appoint someone to that Committee. The Manager said that they may have other Council members attending the meeting. The Mayor said he intends to sit in on that meeting as well. Manager Pavlicek said it is public meeting with a structured open forum.

Village Attorney Enza Petrarca said there will be an agenda presented.

Commissioner Sandack said there is a rule that the Committee shall consist of two members, and with the departure of Commissioner McConnell there is only one member on the Committee. He suggested that the Mayor appoint himself as the second representative, and that would meet the criteria of the Code.

Mayor Krajewski appointed himself to the Public Safety Committee.

MANAGER ’S REPORT

Manager Pavlicek reminded everyone that on Saturday, August 26, 2006, there will be a Coffee with the Council at 9:00 a.m. at the Main Street Train Station Farmers’ Market. At 10:15 a.m., there will be an informal open house at Fire Station #2 to discuss schematic design of Fire Station 2.

The Manager then clarified that there have been some comments made regarding the upcoming budget process and public dialogue. She said that there is an all day workshop meeting on Saturday, October 7, 2006. Public comments are not necessarily taken at that meeting, because a separate two-hour period has been scheduled for public comments with the Council on October 21. The initial meeting will be presentation to the Council. Later meetings will be the opportunity for public dialogue. She wanted to clarify that public input is not being discouraged.

Commissioner Schnell asked the date for the Coffee With the Council public dialogue, and the Manager said it would be on October 21, 2006.

Commissioner Tully said that last year a special meeting was held at El Sierra School, and it was poorly attended. He would like to see bigger turnout.

Commissioner Schnell asked whether it is possible to get the meeting room at the Public Library, as it is a central location.

Commissioner Waldack agreed that a centralized location would be better. The Manager said she would see what is available.

Christine Fregeau , 1918 Elmore, said she has attended budget meetings for many years, saying it is important to be engaged early on because there is so much commentary that takes place with the various departments. She noted that there are people who come to the 5-6 hour hearing who are unaware of previous commentaries regarding specific items. Ms. Fregeau said it works well for people to come to the budget session that pertains to their specific interests, and she asked that they reconsider the public input for the all day workshop.

The Mayor said depending upon the schedule, the Council can ask for public questions.

ATTORNEY ’S REPORT

Village Attorney Enza Petrarca said she was presenting six items to the Council: 1) A resolution expressing intent to continue participation in the Suburban Tree Consortium and to authorize certain purchases for FY 2006 /2007; 2. An ordinance amending liquor license availability; 3) A resolution abrogating a certain portion of a public utility easement in the Village of Downers Grove (5807 Fairmount Avenue); 4) A resolution authorizing a license agreement between the Village of Downers Grove and the Rotary Club of Downers Grove for the 2006 Rotary Club Oktoberfest; 5) A resolution authorizing execution of an agreement with AT&T Global Services; and 6) An ordinance providing for the settlement and closing of the property known as the Belmont/Burlington Grade Separation and Transportation Safety Project/Skuddlebutts parcel.

Ms. Petrarca asked the Council to consider waiving the one-week waiting period to consider a motion to approve replacement of HVAC system compressor at the Downers Grove Police Station, 825 Burlington Avenue.

Commissioner Tully moved to waive the one-week waiting period to consider new business. Commissioner Urban seconded the Motion.

VOTE : YEA : Commissioners Tully, Urban, Waldack, Sandack, Schnell, Mayor Krajewski NAY : None

Mayor Krajewski declared the Motion carried.

Commissioner Tully moved to approve the replacement of the HVAC system compressor at the Downers Grove Police Station, 825 Burlington Avenue, as presented. Commissioner Urban seconded the Motion.

The Mayor asked whether this would be started immediately, and the Manager responded affirmatively. She said some preliminary work has already begun.

VOTE : YEA : Commissioners Tully, Urban, Waldack, Sandack, Schnell, Mayor Krajewski NAY : None

Mayor Krajewski declared the Motion carried.

VISITORS

Christine Fregeau , 1918 Elmore, asked if someone has been named to replace Commissioner McConnell. The Mayor said he hopes to forward a name within two weeks. Seventeen applicants applied, those were reviewed, and eight of those applicants were interviewed.

COUNCIL MEMBERS

Commissioner Sandack thanked the staff and Mary Scalzetti for a great bike race.

Commissioner Schnell asked for clarification regarding the Stormwater and Flood Plain Oversight Committee meeting. An e-mail was sent saying the meeting was this Thursday. She said that there is not a meeting this Thursday. Mr. Barber verified that there is no meeting.

Mayor Krajewski clarified that there no meeting of the Stormwater and Flood Plain Oversight Committee scheduled for Thursday.

Commissioner Schnell said the bike race was great and she enjoyed watching the kids on their big wheels.

Commissioner Urban echoed the sentiments regarding the bike race and the great job done by Mary Scalzetti and staff. He said that Mary informed him that she was putting a list together of things that might have fallen through the cracks on the part of Chicago Special Events. He asked for a copy of the information sent to Chicago Special Events, and the Manager said he would receive that.

Commissioner Tully congratulated everyone who made the bike race successful.

Commissioner Tully then said that some information was received about the Emerald Ash Borer and it’s effect here in Downers Grove, and asked that information be shared with the viewers. The Manager said that staff will provide written information for the Village Corner later this week.

The Mayor extended his appreciation to the staff for the success of the bike race.

ADJOURNMENT

There being no further discussion, the Workshop meeting was adjourned at 7:12 p.m.

April K. Holden Village Clerk tmh