1. Call to Order
Mayor Ron Sandack called the regular meeting of the Village Council of the Village of Downers Grove to order at 7:00 p.m. in the Council Chambers of the Downers Grove Village Hall.
Pledge of Allegiance to the Flag
Mayor Sandack led those present in the Pledge of Allegiance to the Flag.
2. Roll Call
Present: Commissioner Marilyn Schnell, Commissioner Bob Barnett, Commissioner William Waldack, Commissioner Sean P. Durkin, Commissioner Bruce E. Beckman, Commissioner Geoff Neustadt and Mayor Ron Sandack Non Voting: Village Manager David Fieldman, Village Attorney Enza Petrarca and Village Clerk April Holden The Council meeting is broadcast over the local FM radio station, WDGC . In addition, a tape recording and videotape of the meeting are being made using Village owned equipment. The videotape of the meeting will be used for later rebroadcast of the Council meeting over the Village cable television Channel 6.
The Council will follow the rules of conduct for this meeting as provided in Sec. 2.5 of the Downers Grove Municipal Code. These offer the public the opportunity to comment at several points in the meeting. First, immediately following approval of the minutes of the past meetings, an opportunity will be given for public comments and questions of a general matter. If a public hearing is scheduled for this meeting, an opportunity is given for public comments and questions related to the subject of the hearing. Finally, an opportunity is given for public comments and questions on items appearing on the Consent Agenda, the Active Agenda and the First Reading.
The presiding officer will ask, at the appropriate time, if there are any comments from the public. If anyone wishes to speak, the individual should raise their hand to be recognized and, after acknowledgment from the presiding officer, approach the microphone and state their name and address. Remarks should be limited to five minutes, and asked that individuals refrain from making repetitive statements.
Mayor Sandack said there are agendas located on either side of the Council Chambers, and he invited the audience to pick up an agenda and follow the progress of the Council meeting.
3. Minutes of Council Meetings
Council Meeting – May 11, 2010 There being no additions or corrections to the minutes, Mayor Sandack said they would be filed as submitted.
Fire Safety Poster Contest Winners
Fire Chief Jim Jackson introduced Marsha Giesler, Public Education Officer with the Fire Department, who said this is the 26th year of the Annual Learn Not to Burn Contest. It was originally offered to the 4th grade classes as a contest to make posters about fire safety. A few years ago the students were asked to create the front page of the Fire Department website. This year 4th graders designed brochures for the 3rd graders. There are three first place winners. Mrs. Collins’ Class of Indian Trail School won for the five most important first aid tips. Mrs. Roegners’ Class of Highland School won for the ten fire safety tips. Mrs. Budz’s Class of St. Mary of Gostyn School won for the cover page.
Kids Hero Night
Ms. Giesler then explained the Kids Are Heroes Awards. She thanked the firefighters for attending this program. Ms. Giesler introduced Cozette Thompson, and read the story Cozette wrote about how replacing smoke alarms saved her family from a potential tragedy.
Ms. Giesler then introduced Emma Southworth who called 911 when her house was on fire on Main Street in January. The 911 call made by Emma was then played. Emma provided the firefighters with the information they needed to keep her family safe. On behalf of her family, Emma then thanked all of the firefighters who helped them the night of the fire.
Ms. Giesler introduced Patrick Inox who saved fellow student Cassidy’s life on March 26 performing the Heimlich maneuver on Cassidy who was choking on a jawbreaker.
4.Public Comments – General Comments on Matters Not Appearing on Tonight’s Agenda
Gordon Goodman, 5834 Middaugh, spoke on behalf of the Downers Grove Concert Association celebrating their 64th year. He said that they would be offering four concerts this year and are looking forward to a great season. He encouraged people to go to the website at www.dgconcerts.org to obtain early-bird discounted tickets until June 24.
5. Public Hearings
6. Consent Agenda
COR00 -04158 A. Claim Ordinance: No. 5847, Payroll, May 7, 2010 Sponsors: Accounting A motion was made to Approve this file on the Consent Agenda. Indexes: N/A
BIL00 -04159 B. List of Bills Payable: No. 5828, May 18, 2010 Sponsors: Accounting A motion was made to Approve this file on the Consent Agenda. Indexes: N/A
RES00 -04149 C. Resolution: Authorize a Maintenance Agreement and Addendum with Sungard Public Sector, Inc. Sponsors: Police Department Summary of Item: A RESOLUTION AUTHORIZING EXECUTION OF A MAINTENANCE AGREEMENT AND ADDENDUM BETWEEN THE VILLAGE OF DOWNERS GROVE AND SUNGARD PUBLIC SECTOR , INC.
RESOLUTION 2010 -45 A motion was made to Pass this file on the Consent Agenda. Indexes: CAD
RES00 -04151 D. Resolution: Authorize a Revised Intergovernmental Agreement with the Downers Grove Park District for the Construction of Stormwater Improvements at Washington Park Sponsors: Manager’s Office Summary of Item: A RESOLUTION AUTHORIZING EXECUTION OF A REVISED INTERGOVERNMENTAL AGREEMENT BETWEEN THE VILLAGE OF DOWNERS GROVE AND THE DOWNERS GROVE PARK DISTRICT FOR THE CONSTRUCTION OF STORMWATER IMPROVEMENTS AT WASHINGTON PARK
RESOLUTION 2010 -46 A motion was made to Pass this file on the Consent Agenda. Indexes: Park District, Washington Park
MOT00 -04164 E. Motion: Note Receipt of Minutes of Boards and Commissions Summary of Item: Library Board – April 28, 2010 A motion was made to Note Receipt Of this file on the Consent Agenda. Indexes: Boards and Commissions Minutes Passed The Consent Agenda
A motion was made by Commissioner Schnell, seconded by Commissioner Barnett, that the consent agenda be passed. The motion carried by the following vote: Votes: Yea: Commissioner Schnell, Commissioner Barnett, Commissioner Waldack, Commissioner Durkin, Commissioner Beckman, Commissioner Neustadt and Mayor Sandack
7. Active Agenda
ORD00 -04152 A. Ordinance: Amend Certain Administrative Fees Sponsors: Community Development Summary of Item: This amends the Municipal Code regarding Village user-fees, licenses and fines.
AN ORDINANCE AMENDING CERTAIN FEES
ORDINANCE NO . 5138 A motion was made by Commissioner Schnell, seconded by Commissioner Barnett, to Adopt this file. * *Mayor Sandack declared the motion carried by the following vote: Votes: Yea: Commissioner Schnell, Commissioner Barnett, Commissioner Waldack, Commissioner Durkin, Commissioner Beckman, Commissioner Neustadt and Mayor Sandack Indexes: Fee Increases
MOT00 -04157 B. Motion: Proceed with Negotiations with Republic Services, Inc. for Solid Waste Contract Renewal Sponsors: Deputy Village Manager Summary of Item: This directs staff to negotiate a multi-year contract with Republic Services, Inc. for solid waste removal services. Gordon Goodman, 5834 Middaugh, said he was pleased with the discussion at last week’s meeting, and knowing that the negotiations will include a volume-based sticker program. He noted that the Environmental Concerns Commission had a good suggestion for improving the contract. He commented that the renewal process has changed since the last contract approval.
Mayor Sandack said that the Village is looking at the contract renewal in a different way. Staff is armed with all of the necessary data and will report back to the Council. A motion was made by Commissioner Barnett, seconded by Commissioner Beckman, to Authorize this file. Mayor Sandack declared the motion carried by the following vote: Votes: Yea: Commissioner Schnell, Commissioner Barnett, Commissioner Waldack, Commissioner Durkin, Commissioner Beckman, Commissioner Neustadt and Mayor Sandack Indexes: Scavenger-Garbage Collection
8. First Reading
ORD00 -04154 A. Ordinance: Authorize a Special Use to Permit a Commercial School at 1037-1043 Curtiss Sponsors: Community Development and Plan Commission Summary of Item: This authorizes a special use to permit a commercial school at 1037-1043 Curtiss Street.
AN ORDINANCE AUTHORIZING A SPECIAL USE TO PERMIT A COMMERCIAL SCHOOL AT 1037 -1043 CURTISS STREET
ORDINANCE NO . 5139 Community Development Director Tom Dabareiner reported that this petition is seeking approval on the June 1 Active Agenda for a special use for the University of Aesthetics at 1037-43 Curtiss. He showed the location of this proposed school. This will be a training facility for students and will include spa services. Although parking is not required for this use, he indicated that the petitioner will be required to purchase parking if the student count exceeds 24. The Plan Commission considered this item on May 3, and they unanimously recommended approval of the request. Staff concurs with the Plan Commission’s recommendation.
Commissioner Beckman inquired about the student count and parking permits, and whether it is correct that if they have 23 students they would not be required to purchase parking permits. Mr. Dabareiner said that was correct.
Commissioner Beckman said the property was last used for retail a long time ago, and he thinks this would be an appropriate use. He is always concerned about the loss of retail space but this space has been without retail for quite some time. Indexes: Special Use – 1037-1043 Curtiss
RES00 -04165 B. Resolution: Authorize a Sales Contract with Smeal Fire Apparatus Co. Sponsors: Fire Department Summary of Item: This authorizes execution of a sales contract between the Village and Smeal Fire Apparatus Co. for the purchase of a 2010 Smeal 100’ Rear Mount Platform Fire Ladder Truck.
A RESOLUTION AUTHORIZING EXECUTION OF A SALES CONTRACT BETWEEN THE VILLAGE OF DOWNERS GROVE AND SMEAL FIRE APPARATUS CO . Indexes: Fire Department
RES00 -04166 C. Resolution: Authorize the Sale of Personal Property Owned by the Village of Downers Grove Sponsors: Fire Department Summary of Item: This authorizes the sale of a Pierce 100’ Platform Fire Ladder Truck.
A RESOLUTION AUTHORIZING THE SALE OF PERSONAL PROPERTY OWNED BY THE VILLAGE OF DOWNERS GROVE Village Manager Dave Fieldman said that this and the previous item refer to the purchase and sale of existing Village property, specifically a ladder truck. He reviewed the financial situation, saying the Village received two responses for the RFP . Smeal was the low-cost provider of a truck that would meet the Village’s needs. The purchase price is $920,000 with a trade in value of $149,000. The truck will be financed for ten years. The current truck has cost an average of $34,000 annually in maintenance. The equipment replacement fund is used for purchasing new equipment. The maintenance costs for the new truck would drop to under $2,000 per year. There would be interest payments of $22,000 per year, with a principal payment annually of $77,000.
Fire Chief Jackson then discussed ladder truck use, saying the truck is used for fire and EMS services, and has a 100’ ladder with a platform. The truck allows firefighters to carry specialized equipment for higher elevation fires requiring rescues. The Chief said the ladder truck is a key part of firefighter activities, and a key element in the ISO rating. Chief Jackson said that a committee was established made up of firefighters and mechanics who developed the RFP . It will be 8-10 months before the Department takes possession of the truck. The current ladder truck will be used until possession of the new truck occurs.
Commissioner Neustadt said he was pleased to hear that firefighters and paramedics, as well as fleet service mechanics were involved in developing the RFP .
Commission Durkin asked if the new truck is a lease, and the Manager said it is a capital lease. Commissioner Durkin asked how they know that this particular truck will live up to the expectations, use, and wear and tear that will be put on the truck. He asked if it is expected to meet the life span of 17 years that the existing truck has had. The Manager said that a 10-year life expectancy is more realistic. Commissioner Durkin asked how the three-man jump team plays into this truck.
Chief Jackson said it is based on the call, and staff decides which truck goes out. Commissioner Durkin stated he understands the need for a ladder truck because of the insurance ratings, etc., but he thought of looking to surrounding communities and finding out if there was a piece of equipment they would want to have, and have the Village acquire that equipment. He understands that when the Village had home fires early in the year, that mutual aid helped the Village out as the Village’s truck was out on another call. He asked for information with respect to mutual aid, and also asked about an extended warranty on the truck. Chief Jackson said he would talk to the manufacturer regarding the warranty. Commissioner Durkin noted that Hinsdale purchased a new ladder truck and asked whether the Village looked at their purchase. Chief Jackson said that the Committee looked at a number of venues, including a fire show with numerous vendors and manufacturers to see who would have what the Village needs.
Manager Fieldman interjected that staff can report on their truck design and usage.
Commissioner Durkin asked about the open market value of the existing truck, and also why there is only $80,000 per year in reserves. The Manager said that was calculated on the original life expectancy of 17 years. Commissioner Durkin then asked if the new truck is stainless steel. Chief Jackson said some parts would be stainless steel, and it will also be aluminum.
Commissioner Waldack commented that he knew there had been problems with the current truck and it is time to replace it. With regard to the budget, he said they are constantly replenishing the reserve fund, and he asked if, while payments are being made, that fund will continue to be replenished. Mr. Fieldman responded that the fleet has been shrinking, and staff is comfortable with the money going in and out of the replacement fund. He will provide a report to the Council. Commissioner Waldack asked if the $149,000 is the current cost, or is what they expect to need for the ten-month period. The Manager said it is locked in as a minimum but staff will continue to look at options.
Commissioner Schnell asked if the $80,000 payment for the equipment replacement fund would go to the new truck, and if so, what would the amount for the equipment replacement fund be. Mr. Fieldman said that the fund has been adjusted due to the reduced fleet. There has been a drastic change over the past two years with the reduction of the fleet. The Manager said that the Village will own the apparatus at the end of the lease.
Commissioner Beckman commented on the maintenance costs, with the current cost being $33,967, and $1,940 for the new equipment. He asked if that is a one-year cost or is averaged over time. Mr. Fieldman said this will be for the current year, and the figures are not averaged. There is a three-year maintenance agreement on the truck. He further responded to Commissioner Beckman that staff would prepare information as to an estimate of costs over the ten year period.
Commissioner Neustadt asked whether this was the first time the Village has leased equipment of this size and price, and the Manager said it is the first time in the five years he has been with the Village. Commissioner Neustadt said that this is a shift in the Village’s normal practice.
Commissioner Durkin noted the estimated interest amount in the packet and asked how the Village is earning interest at this level. The Manager said that staff will provide information as to how they are managing equipment and the replacement fund.
Commissioner Barnett asked staff for information regarding calls that used the capabilities of the ladder truck over the past 5-6 years.
The Mayor commented that this is a step in the right direction with regard to the Village’s fleet. He is glad that they have moved toward leasing the equipment. The fleet is continually being reduced, and eventually the Village should talk with its neighbors to determine who has what equipment as the communities may have to share equipment more in the future. He said that the Fire Departments already do a great job with mutual aid. It is something that has to be kept in mind for the future. Indexes: Fire Equipment – Sale of, Fire Department
Materials to be Received
Materials to be Placed on File
RES00 -04155 Resolution: Appoint Members to Boards and Commissions Sponsors: Mayor Summary of Item: This appoints Deborah Drews to the Human Services Commission for a three-year term expiring August 31, 2013.
A RESOLUTION APPOINTING DEBORAH DREWS TO THE HUMAN SERVICE COMMISSION
RESOLUTION 2010 -47 The Village Clerk read the resolution appointing Deborah Drews to the Human Service Commission.
Commissioner Waldack said that he spoke with Mrs. Drews. She is very involved in the community, the PTA and the school system. He believes she will be a great addition to the Human Service Commission.
Mayor Sandack welcomed Ms. Drews to the Commission and thanked Commissioner Waldack for interviewing her. A motion was made by Commissioner Schnell, seconded by Commissioner Barnett, to Adopt this file. Mayor Sandack declared the motion carried by the following vote: Votes: Yea: Commissioner Schnell, Commissioner Barnett, Commissioner Waldack, Commissioner Durkin, Commissioner Beckman, Commissioner Neustadt and Mayor Sandack Indexes: Boards and Commissions 10.Manager’s Report
REP00 -04162 2010 Strategic Plan – CIP Project Outreach Sponsors: Manager’s Office and Communications Doug Kozlowski, Communications Director, said that the 2010 Strategic Plan calls for the coordinated outreach regarding Community Investment Program (CIP) project communications. He said the Plan he is presenting has been developed in cooperation with Public Works. There are four steps to the process including concept, design, construction and closeout. Mr. Kozlowski thanked the Downers Grove Coalition for Managed Redevelopment for their input regarding CIP outreach efforts, particularly the concept and design portions. He said he will explain the communication prior to, during and after construction. The objective is to clearly explain the impact of a construction project, provide residents with steps they may need to take during a project, and make the approach timely, meaningful and easily understood.
Mr. Kozlowski reviewed the categories of the 51 projects. Special Projects could impact residents although they might not be initiated by the Village, such as the Belmont underpass or Sanitary District work. Annual/recurring projects would include resurfacing, sidewalks, and events that take place regularly. Major CIP projects would include events such as stormwater work at Washington and McCollum parks.
Mr. Kozlowski then reviewed the communications tools list, noting that throughout the process staff will focus on the tools that the Village has such as the E-news letter, and the Village website. He reviewed the tools including written correspondence, press releases, Twitter, E-news regular and special editions, door hangers, and on-going feedback. He discussed coordination promotion, saying the emphasis will be placed on E-news construction updates. The project managers will serve as customer service reps in the field and they will be responsible for keeping information updated.
Mr. Kozlowski pointed out that not all tools will be used all of the time. Staff is developing a survey instrument to be used with residents/customers post-project. He then reviewed locations already underway, such as McCollum and Washington parks, Belmont Avenue, 2010 Street resurfacing, 8th and Cumnor water project, the Maple and BNSF intersection, as well as other projects.
Commissioner Beckman questioned to what extent Village residents still do not have access to e-mail. Mr. Kozlowski said that staff does not have a good sense of that. Some people still prefer paper copies. Commissioner Beckman then asked the means by which staff plans to develop the community-wide telecommunications apparatus. Mr. Kozlowski said they intend to use it for notification as the need arises. It is a powerful tool and he can see it being used for the Belmont Underpass Project.
Commissioner Schnell commented that the Village needs to continue to use a variety of communication methods. Regarding post-evaluation, this was done in the 1990s. She believes they need to keep it as simple as possible if they want to get responses. The Council saw those responses, and that was helpful in determining what was done right and what went wrong. She congratulated staff on putting this project together.
Commissioner Barnett said this was a fantastic presentation and he especially liked the terminology of customers and service representatives, versus project manager.
Commissioner Durkin encouraged people to register for e-news now because it is easy to do.
Commissioner Waldack expressed his appreciation for an excellent report. He said they will continue to use the Village Corner, and they still have a relationship with the Library. He recommended negotiating space in the Library for a suggestion box. He thanked staff again for a monumental effort.
Commissioner Neustadt suggested taking a Village computer to the Library and letting people use it to fill out surveys on the Village website. It could also be put in stores and churches for people who do not have the Internet available to them. Indexes: Community Investment Program
Monthly Update on the Comprehensive Planning Process
Community Development Director Tom Dabareiner reviewed the Comprehensive Planning process, saying the focus in the upcoming meeting is on the shared vision process. The past meetings have been spent reviewing data about the community. He then reviewed the plan schedule. He said there has been a draft vision, goals and objectives statement prepared by the consultant. The draft is also on the Comprehensive Plan website. They are one-third of the way through the process. He said they will be looking at year 2021. The next meeting will take place on Tuesday in the Committee Room at 7:00 p.m.
Village Attorney Enza Petrarca said she was presenting one item to the Council: An ordinance authorizing a special use to permit a commercial school at 1037-1043 Curtiss Street.
Future Active Agenda
12.Council Member Reports and New Business
Commissioner Barnett said he thought the Village was recognized for its Long Range Financial Planning process, and he would like to have more information on that. The Manager said staff will invite the organization to a Council meeting.
Commissioner Neustadt announced that this Saturday there will be the Downtown Downers Grove Pub Crawl to benefit the Education Foundations of Districts 58 and 99. Tickets are available for $20.00 and many downtown shops are participating in the event. Tickets are also available at the Wedding Etc. store on Main Street.
Commissioner Waldack said that on Friday, the Public Works Department will hold its Open House. He thanked the Department for all of the work they do and noted how much their work directly affects the residents.
Commissioner Schnell wished Commissioner Durkin a Happy Birthday.
Commissioner Beckman reminded everyone that Friday is the Annual Open House at the Public Works Facility at 5101 Walnut from 2:00 p.m. to 7:00 p.m. He said this is a great event and children love it. This event is part of the National Public Works Week recognition, and is an opportunity for the public to thank the Public Works employees for their service.
Mayor Sandack thanked Boy Scout Troop 95 of Gloria Dei Church, saying he attended their meeting last night and they were polite and well prepared. He also encouraged people to attend the Public Works Open House.
The Mayor reminded everyone that the first Car Show of the season will take place in downtown Downers Grove this coming Friday.
Mayor Sandack announced that on May 22, the event, Noah’s Hope Fun in the Sun, will take place at Downers Grove Swim and Racquet Club. Noah Van Houtan and his sister, Laine are battling Batten’s Disease, which is fatal. The Fun Run begins at 9:00 a.m., the pool will be open, there will be many games and events, and more information can be obtained at www.noahshope.com.
The Mayor then noted that the gentleman he mentioned last week who had brain cancer passed away last week, leaving a young wife and daughter. There will be a fundraiser at the Tivoli and the Mayor will provide more information as he receives it.
Commissioner Schnell moved to adjourn. Commissioner Barnett seconded the Motion.
Mayor Sandack declared the motion carried by voice vote and the meeting adjourned at 8:24 p.m.