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February 10, 2009

Mayor Sandack called the Workshop meeting of the Village Council of the Village of Downers Grove to order at 7:00 p.m. in the Council Chambers of the Village Hall. The Mayor led the audience in the Pledge of Allegiance to the Flag.

Present:Mayor Ron Sandack; Commissioners Marilyn Schnell, Martin Tully; William Waldack, Sean P. Durkin, Geoff Neustadt, Bruce Beckman; Village Manager Dave Fieldman; Village Attorney Enza Petrarca; Village Clerk April Holden

Absent:None

Visitors: Press: Cat Leyden, Downers Grove Reporter Residents: John Schofield, 1125 Jefferson; Bill Wrobel, 7800 Queens Court; Kimberly Kay Sadrakula, 5612 Fairview; Bob Barnett, 730 Maple Avenue; Marge Earl, 4720 Florence Avenue; Frank Falesch, 820 Prairie; Jim Norris, 7249 Springside; Greg Bedalov, 2001 Butterfield; Laura Crawford, 2001 Butterfield Staff: Jeff O’Brien, Sr. Planner, Community Development; Jamie Belongia, Intern; Phil Ruscetti, Fire Chief; Mike Millette, Assistant Director, Public Works; Nan Newlon, Director, Public Works; Mike Baker, Deputy Village Manager; Mary Scalzetti, Director, Community Events; Brandon Dieter, Management Analyst

Mayor Sandack explained that Council Workshop meetings are held the second and fourth Tuesdays at 7:00 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

1. Active Agenda and Informational Items

Final Plat of Subdivision of 5300 Belmont Road . The Manager said this is the Magnetrol International property. The petitioner is seeking to consolidate three existing lots into one for the property at 5300 Belmont Road. No new construction is planned at this time.

Ordinance Amendments: Sale Hours for Off-Premise Liquor License Holders. The Manager said this is to amend Sunday sales hours for the off-premise retail sale of liquor to allow the sale of alcoholic liquor for off-premise consumption to begin at 9:00 a.m. on Sundays. Currently, alcoholic liquor cannot be sold prior to 12 noon on Sundays.

Commissioner Beckman thanked staff for providing information from various communities in the Chicagoland area with respect to their hours of sale of alcoholic beverages on Sundays. He said that information fully supports this recommendation. Nearly all communities in the Chicago metropolitan area allow Sunday sales of alcoholic liquor to begin by at least 8:00 a.m. or 9:00 a.m.

Commissioner Waldack said that something similar to this was presented to the Liquor Commission a couple of years ago. This is not an antiquated law, but with neighboring communities selling alcohol earlier, he was concerned that people who want to buy alcohol are now getting in their cars and driving longer distances and through town to buy alcohol.

Commissioner Durkin said this was discussed when he was on the Liquor Commission and he did not support it at that time. He supports it now, pointing out that this is only for sale of packaged products. He supports it because the surrounding communities have made this change, and because of the current economic situation.

Commissioner Schnell said she agrees with comments already made. Times have changed and almost every other municipality has an earlier opening sale time on Sunday.

Adoption of the 2009 Downers Grove Zoning Map. The Manager said this is an annual adoption of the Zoning Map reflecting all rezonings made in the last twelve months. No rezonings are proposed at this time.

3. Consent Agenda Items

2009 Geotechnical and Material Testing Services. The Manager said this is to award contracts to Claude H. Hurley Company and SEECO Consultants, Inc. to perform geotechnical engineering and materials testing services in FY09 in the amount of $135,000 for each contract. Each contract would be authorized under specific work orders with individual not-to-exceed amounts and in accordance with the unit prices specified within the contracts. The Manager said the contracts were competitively bid.

Pre-qualified List for Phase III – Resident Engineering Services . The Manager said this is to pre-qualify a list of four engineering firms for Phase III – Resident Engineering services associated with FY09 Community Investment Program projects. No contracts are being brought forth for consideration at this time. The Manager said a Request of Qualifications (RFQ) was issued and 27 engineering firms responded to the request.

Commissioner Schnell asked whether staff would convey the Village’s expectations regarding customer service as they narrow down the firms. The Manager said that information was part of the RFQ process.

Commissioner Tully said he appreciates the benefits of streamlining the process, but he moves in this direction cautiously. He asked if this is a pre-approval with respect to qualifications for a defined set of projects. The Manager said this is only for the FY09 CIP projects as shown in the materials presented to the Council. Commissioner Tully asked if this recommendation is the result of an RFQ process. The Manager said that was correct. Commissioner Tully asked if the firms not selected as pre-qualified meant that they were unqualified. The Manager said it does not mean they were unqualified. Staff felt that the four firms chosen best met the qualifications specified in the RFQ .

Commissioner Tully then asked the criteria used for narrowing the list down to four. He said typically it is better to have more choices both for Council and staff. He also asked if there was a commitment toward preferred pricing as part of being pre-qualified.

Mike Millette , Assistant Director, Public Works, said staff was expecting a pre-qualified list of five firms, but based on the needs, staff determined that five firms would be too many. With respect to preferred pricing, Mr. Millette said all of these firms have agreed to set a multiplier of 2.6. In previous negotiations, the multiplier has not been set and has been all over the board. He also verified that there is no obligation to contract with any of these firms.

2009 OnBase Software License Renewal. The Manager said this to approve an OnBase software license renewal agreement for 2009 with Crowe Chizek & Company, LLC , Oak Brook, IL, in an amount not to exceed $24,750.00. This is required on an annual basis pursuant to the original contract approved by the Village Council.

Fire Department Fit for Duty Medical Exams. The Manager said this is to authorize the award of a contract to Advocate Good Samaritan Hospital, Downers Grove, IL, in the amount of $36,319.00 for the annual Fire Department fit for duty medical exams.

Commissioner Neustadt said this is a great example of the fire department administration and fire fighters working together to find approved vendors. He applauds their efforts.

Contract Extension with Claims Management Consultants. The Manager said this is to authorize a two-year contract extension with Claims Management Consultants to provide claim management services for workers compensation and general & auto liability claims against the Village. The proposed contract would fix the cost of third party claims administration services at the 2006 price of $38,200 annually for the next two years through April 30, 2011.

Commissioner Schnell asked if this item will be bid out in two years. The Manager said that is the intention.

Heritage Festival Entertainer Agreement. The Manager said this is to authorize an agreement with the musical group “Night Ranger” to perform at the 2009 Heritage Festival in an amount not to exceed $18,000.00. The Community Events Commission recommended “Night Ranger” as the national entertainer to perform on Friday, June 26, 2009, as the headliner of the Heritage Festival’s opening night concert.

Commissioner Durkin said the only thing he questioned, given today’s economic times, is whether this is the best use of money. He understands the contractual agreements that are there for the Heritage Festival, but he thought that the Village might want to reconsider continuing Heritage Festival at its present size. There are many other costs associated with the event, including staff costs. He asked to look at re-examining this and determine how big they want it to be in the future.

The Mayor responded that Commission Durkin brings up a fair point, but there have been some commitments made that have to be met. This is the third time there is a headliner band. It’s fair to think this through. People will attend this concert and the Village will recapture some dollars.

Commissioner Tully noted that there is no Thursday night concert. This is part of the normal Friday night entertainment; however, in this case there will be an admission fee charged. The Community Events staff and the Commission worked hard to come up with a balanced budget and Heritage Festival usually breaks even.

Commissioner Durkin said he would like to see this discussed after the event is over.

Commissioner Tully said there is always a report and review after each Heritage Festival. He noted that one cannot view this item separately, and stressed the need to look at the entire Heritage Festival event to determine the real costs. The budget is designed to break even. He discussed measures taken in the past to address budgetary concerns. Further, given the economic times, people are looking for ways to stay close to home and seek out local entertainment. This is only one of the bands that will be performing. There will be three bands in the beer garden. Admission will be $5.00, and there is also revenue split for the beer garden and the parking deck. This particular contract is presented separately because Council approval is needed due to the cost.

Commissioner Schnell asked for clarification that this is the benefit concert. Commissioner Tully said they are not having a benefit concert in the same way it was done in the past two years. If an organization applies and qualifies then there will be an opportunity to sell more tickets and an arrangement with the organization to receive a portion of the admission fees after the Village has covered its expenses.

MANAGER ’S REPORT

The Manager said that Northern Trust notified the Village of a bond refunding opportunity that could lower our debt service payments on existing bonds which may result in a savings of up to $500,000 in net present value dollars. He said the Council will receive an agreement for approval for bond counsel and an authorization to proceed with the refunding in the near future. The Mayor asked about the specific bonds that would qualify for this opportunity. The Manager said they are related to the downtown TIF series and another series and staff will provide more information.

The Mayor said the Finance Department and our consultant is aware of the prevailing rates and markets. This is an opportunity to save money. If the Village can reduce its debt and capture prevailing interest rates at an opportune time, it benefits our community.

ATTORNEY ’S REPORT

Village Attorney Enza Petrarca said she was presenting ten items to the Council: 1) A resolution approving the final plat of subdivision for 5300 Belmont Road; 2) A resolution authorizing execution of an agreement between the Village of Downers Grove and 2007 Night Ranger, LLC ; 3) A resolution authorizing execution of an agreement between the Village of Downers Grove and Advocate Good Samaritan Hospital; 4) A resolution authorizing execution of a fourth amendment to a software maintenance agreement between the Village of Downers Grove and Crowe Chizek and Company, LLC ; 5) A resolution authorizing execution of an addendum extending an agreement between the Village of Downers Grove and Claim Management Consultants, LLC ; 6) An ordinance amending Sunday sales hours for off-premise consumption license holders; 7) A resolution authorizing execution of an agreement between the Village of Downers Grove and Claude H. Hurley Company; 8) A resolution authorizing execution of an agreement between the Village of Downers Grove and SEECO Consultants, Inc.; 9) An ordinance adopting and approving publication of the Village of Downers Grove 2009 Zoning Map; and 10) a resolution authorizing an agreement with Chapman and Cutler.

COUNCIL MEMBERS

Commissioner Beckman said he has been in Michigan the past five days and didn’t participate in the events of the past weekend. He asked the Manager whether there was any information as to delivery of additional salt.

Nan Newlon , Director, Public Works, said the Village could receive a delivery this week.

Commissioner Schnell thanked staff for their work at the Ice Festival. It was a great festival and the warm weather brought out many residents. Mary Scalzetti did a wonderful job in responding to resident concerns.

Commissioner Waldack said the Ice Festival draws people from out of state and referenced people he spoke with who traveled from Wisconsin, North Carolina and New York to attend the Ice Festival.

Commissioner Waldack then noted that the Village is fortunate to have great teachers in its schools, one of whom was recognized for 40 years of teaching service. Angelita Gaffud from St. Joseph School has helped many children who have gone through her classroom and moved on to wonderful things. He extended congratulations to her.

Commissioner Neustadt said that Saturday Downers Grove North inducted two men to the Hall of Fame: Pete Ventrelli and Matt Zundel. He congratulated both men.

Mayor Sandack followed up on a comment he made last week about the shovel ready projects. He said these projects are listed on the Village’s website. Towns in the western suburbs are applying for projects they claim are shovel ready, but don’t even have designs. The Village’s projects are ready and he will take the list with him when he goes to Springfield on March 11 to discuss the projects with legislators.

The Mayor said the only negative thing about the Ice Festival was that the artists were fighting Mother Nature and warm temperatures. However, the artists were very pleased with the event because so many people were present to watch them apply their trade. Even though the weather wasn’t cooperative it was a win for everyone.

The Mayor noted that last night there was a handful of residents who toured the Village Hall and Police Station. He said he hoped more people come out for the February 21 tour. They need to see the state of the Village’s assets to determine whether they are adequately serving the residents’ needs. The next tour is Saturday, February 21 at 9:00 a.m. He asked about a virtual tour, and the Manager said that staff will work on putting that together, and Doug Kozlowski will have a program broadcast on Channel 6.

There being no further discussion, the Workshop meeting was adjourned at 7:34 p.m.

April K. Holden Village Clerk tmh