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July 14, 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, William Waldack, Geoff Neustadt, Bruce Beckman, Bob Barnett; Village Manager Dave Fieldman; Village Attorney Enza Petrarca; Village Clerk April Holden

Absent:Commissioner Sean P. Durkin

Visitors: Residents: John Schofield, 1125 Jefferson Avenue; Pete Hultman, 5540 Walnut Avenue; Bill Wrobel, 7800 Queens Court; Greg Bedalov, Downers Grove Economic Development Corporation; Brian Columbus, Grasshopper Shuttle, 807 Ogden Avenue; Marge Earl, 4720 Florence Staff: Mike Millette, Assistant Director, Public Works; Naneil Newlon, Director, Public Works; Brandon Dieter, Management Analyst; Bob Tutko, Deputy Fire Chief; Stan Balicki, Assistant Director, Public Works

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

Bid: Claremont Drive Traffic Calming Project (TR-015) . The Manager said this has been discussed for many months. This was the first petition to go through the traffic calming process. Council reviewed the main elements of the scope of this project in March 2009, which remain the same. There is $95,000 available in the budget for this work and staff recommends approval.

Mayor Sandack said Council has discussed traffic calming generally and Claremont in particular. There have been many neighborhood meetings and he looks forward to seeing this move ahead.

Bill Wrobel , 7800 Queens Court, said he is elated. This issue was brought up many years ago. It is heartening to see this move along. He is grateful to the staff for making this happen.

The Mayor said that Commissioner Durkin, who is absent tonight, has made traffic calming an important issue.

John Schofield , 1125 Jefferson, said Mr. Wrobel has helped see this through. These measures have an important impact.

Commissioner Schnell asked when this work will be done.

Naneil Newlon , Director, Public Works, said it will be done this year.

2. Consent Agenda Items

Bid: Rogers Street Resurfacing Project (Project ST-023). The Manager said this is a contract for the Rogers Street resurfacing project in the amount of $893,130.85 to C-A Cement, Inc. of Bloomingdale, IL. The work for this project will consist of the removal and replacement of curb and gutter and driveway aprons, patching of all utility trenches, resurfacing the entire street and parkway restoration. The project runs from Highland Avenue to Maple Avenue. It is scheduled to be completed by the end of October 2009. This was competitively bid and a total of five bids were received. The work also includes patching parts of Queens Court.

Mr. Wrobel asked if staff could report on this as it relates to Queens Court.

Ms. Newlon said the plan is to address the worst area where there is the most wear and tear. It is temporary; it does not address reconstruction on Queens Court.

Change Order: Rogers Street Drainage Improvements (CIP Project SW-042A) . The Manager said this is a request for a change order in the amount of $13,469.32 to an existing contract with J Congdon Sewer Service, Inc. of Carol Stream, IL for the Rogers Street drainage improvements project. This increases the existing contract amount from $181,000 to $194,469.32. It is the first and final change order for this project and is due to a move in the storm sewer construction to the south edge of the pavement in order to reduce tree removal, an increased number of new manholes, and additional work to compact the trench. This also includes a credit to the Village of $4,500 due to substitutions made for various storm sewer pipe sizes and materials.

Contract Amendment: Professional Engineering Design Services Projects: 59th Street Water Main Replacement (WA-030). The Manager said this resolution is to authorize an amendment to the contract with Burns & McDonnell Engineering Co., Inc. in the amount of $2,399.47 for additional work on the 59th Street water main replacement project. The Council awarded a contract to Burns & McDonnell on October 21, 2008 in the amount of $20,683.51 for design services for this project. The increased cost is for revised plans to combine pavement restoration work with the 2009 roadway maintenance program and it will result in cost savings.

Agreement with Grasshopper Shuttle, LLC for the Joint Purchase of Vehicle Fuel. The Manager said this is an agreement with Grasshopper Shuttle, LLC to allow them to purchase compressed natural gas (CNG) fuel from the Village CNG filling station. Grasshopper Shuttle expects to purchase approximately 2,000 gallons of CNG fuel per year. The Village would receive approximately $300 per year ($.15 per gallon) as an administrative fee. Grasshopper Shuttle, LLC is an eco-friendly transportation service located on Ogden Avenue in Downers Grove. The Manager said this was brought forward by the innovation team as a revenue enhancement. It may be possible to expand this until the private sector has alternatives available to local businesses.

Mr. Schofield spoke positively to this item. He referenced a sign at a CNG facility at the San Jose International Airport stating it is open to the public.

Commissioner Neustadt said he uses the Public Works gas station in his job. He said it is used by many governmental agencies and noted that it is in a very good location. In response to his questions, he learned that Grasshopper Shuttle will have four to six vehicles. He does not think this will be a problem in terms of delaying service for our own vehicles. He is in full support of this resolution and noted that the agreement contains provisions that will protect the Village.

Commissioner Waldack said he appreciated information he requested regarding maintenance costs. He said he is also concerned about future improvements to the facility in response to future federal or state requirements. He said this question was prompted by comments made anecdotally in connection with the Village buses that the facility is not up to federal standards.

The Manager said the definition of Village costs is inclusive of a future capital reserve that we may need in order to make any future changes to the fueling facility.

Commissioner Beckman expressed his concern about the creating an unintended barrier to private enterprise entry into this market place. He said he will support this but he asked about strategies to identify and cope with a barrier if it exists.

The Manager said Council will see all the agreements. Further, if staff becomes aware of interest on the part of the private sector he will notify the Council

Commissioner Barnett said he has concerns similar to Commissioner Beckman’s. He asked that this item be moved from the Consent Agenda to the Active Agenda. While the dollar amounts in this matter are insignificant, he said this poses a philosophical question about the core services of the Village. He is aware that a user with six vehicles is unlikely to drive the market. At the same time, staff is saying we would like this to grow. Commissioner Barnett said he does not believe that any resources that we expend to this end are the appropriate ones to use in a world of limited resources. It is not a commentary on natural gas vehicles or Grasshopper. It is an opinion about the role and core structure of what the Village should or should not be doing. There has been discussion about government doing the things the private sector can’t or won’t do, but there is also the question about what the government should do. He said this is something he does not think we should do. It is not a core piece of this Village’s activities. He is not interested in dedicating any resources to it. If it were a substantial revenue source, he would revisit it, but this is a pass through situation which is not sufficient enough to him to want to dedicate any time or resources to it.

Commissioner Schnell said the Village used grant monies to install the CNG facility. The Village was one of the first in the area to have such a facility. The original intention was that this would be used by other governmental entities as it was considered an ideal location for both the Village and others. As long as we are able to provide services to the Village fleet and other municipal entities, she does not have a problem with this. She asked if grant funding precludes us from offering this to the private sector.

Village Attorney Enza Petrarca said she checked into this matter and it is not a problem. This use also does not hamper the Village from applying for future grants.

Commissioner Schnell said this facility was considered state of the art when it was built in 2001 and the location was considered to be great.

Mayor Sandack said this will be on next week’s Active Agenda. He shares much of the commentary already expressed. He said this is not a core service, but it is an opportunity with almost no added cost or disadvantage to us or to our other users, and as such, he does not see why we don’t offer it. He also does not see this as a barrier to private enterprise. He feels we should have this as a revenue enhancer.

Revision of the Radio Frequency IGA to include Tri-State Fire Protection District. The Manager said this is an amendment to an intergovernmental agreement for fire department radio frequency usage among Downers Grove, Westmont, Clarendon Hills and Oak Brook that would allow the Tri-State Fire Protection District (Tri-State FPD ) to become a member of the radio frequency user group. The Village will receive $1,633.50 from the Tri-State FPD as compensation for proportional share of equipment upgrades previously paid for by the Village. Our fire department recently secured its own radio frequency. The frequency, shared by Clarendon Hills, Westmont and Oak Brook, will be utilized in reserve; therefore, allowing Tri-State FPD to participate in the group would not jeopardize the current communication systems.

MANAGER ’S REPORT

No report.

ATTORNEY ’S REPORT

Village Attorney Enza Petrarca said she was presenting three items to the Council: 1) A resolution authorizing execution of an intergovernmental agreement between the Villages of Clarendon Hills, Downers Grove, Oak Brook, Westmont and the Tri State Fire Protection District for a fire department communications network; 2) A resolution authorizing execution of an agreement between the Village of Downers Grove and Grasshopper Shuttle, LLC . for the sale of CNG fuel; and 3) A resolution authorizing execution of a first amendment for professional engineering services.

VISITORS

Marge Earl , 4720 Florence, reported a noise on Friday night at about 11:00 p.m. It was three coyotes calling to one another. She said people are nervous and she asked for help.

The Mayor said Mr. Brown also addressed this matter recently. He has heard reports of coyotes in other areas of the Village. He asked staff to poll other communities and address this matter with the DuPage Mayors and Managers Conference.

COUNCIL MEMBERS

Commissioner Beckman reported that the First United Methodist Church Garden Walk for Bridges was highly successful. Bridges in an organization in which 100 percent of the funds collected go for transition resources for the homeless. The Garden Walk is their major fundraiser. A total of 385 families participated in this year’s event.

Commissioner Schnell noted that she saw coyotes in her backyard Sunday. They are all over the Village.

Mayor Sandack said he attended a ceremony where Governor Quinn signed capital bills. A total of $31 billion in legislation was signed by the Governor. The Mayor said a report will be issued shortly detailing the projects in the bill that will affect Downers Grove. It appears that the Village has significantly benefitted in the capital bill.

ADJOURNMENT

Commissioner Schnell moved to adjourn to Executive Session pursuant to Section 2©(2) of the Open Meetings Act to consider collective negotiating matters and pursuant to Section 2©(11) of the Open Meetings Act to consider pending litigation. Commissioner Barnett seconded.

VOTE : YEA : Commissioners Schnell, Barnett, Beckman, Neustadt, Waldack, Mayor Sandack

Mayor Sandack declared the motion carried and the Council convened into Executive Session at 7:28 p.m.

April K. Holden Village Clerk