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September 01, 2015

1. Call to Order

Mayor Martin Tully 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 Tully led those present in the Pledge of Allegiance to the Flag.

2. Roll Call

Council Attendance (Present):  Commissioner Waldack, Commissioner White, Commissioner Vattimo, Commissioner Hosé, Commissioner Olsen, Commissioner Barnett; Mayor Tully

Absent:  None

Non-Voting:  Village Manager David Fieldman, Village Attorney Enza Petrarca

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 past meetings, an opportunity will be given for public comments and questions of a general nature. 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 Active Agenda and the First Reading. 

The Mayor stated that at the appropriate time the presiding officers will ask if there are any comments from the public. Individuals wishing to speak, should raise their hand to be recognized and, after acknowledgment from the presiding officer, approach the microphone and state their name. Remarks should be limited to five minutes, and individuals are asked to refrain from making repetitive statements.

Mayor Tully 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

MIN 2015-6404 - A. Minutes:  Council Minutes - August 18, 2015

Motion:  Commissioner Olsen, seconded by Commissioner White moved to approve the minutes as presented.

Votes:  Yea: Commissioners Olsen, White, Waldack, Vattimo, Hosé, Barnett; Mayor Tully

Nay: None

Mayor Tully declared the motion carried.

4. Public Comments

This is the opportunity for public comments.

Bob Peterson, 6862 Camden Road, stated he was a lifelong resident of Downers Grove and expressed concerns about Forest and Gilbert last week regarding the width of the street.  He said that from curb to curb it measures 28.8 feet with the width of a truck from mirror to mirror being 18 feet.  He is concerned about the traffic and pedestrian safety issues.  He noted there is a fire hydrant and electrical box at that location as well.  He said it will be a problem.  He has had 42 years in the moving business and knows this will be a problem.  He wants someone to actually go out and measure the location.  The people who do the studies do not live in Downers Grove.  When traffic is built up because of the back-up from the tracks there is a traffic issue.  He has looked at traffic flow for 42 years and knows a problem exists.

 

George Swimmer, 4905 Main Street, said that today a policeman was killed in the northern suburbs.  Mr. Swimmer said he often visits Barth Pond and wants to thank the Downers Grove Police Department and all police officers for what they do.

 

Mr. Swimmer then addressed railroad safety, saying he has been involved in safety for 20 years.  There are five railroad crossings in Downers Grove.  The underpass on Belmont is a miracle, and he was highly involved in that project.  He heard that $1 million was spent to renovate the Main Street platform, and he believes it is unsafe, as do most people who know anything about railway safety.  People can still go around the barrier.  The Federal Railroad Administration (FRA) states emphatically that commuter stations should direct people from behind the barrier.  Also, no second train warning devices have been installed.  The Burlington Northern is the only Metra line that allows trains to flow through the stations without stopping when another train is in the station.  On the Union Pacific west line it was decided several years ago that when second trains had to pass through, there is a warning device directing commuters and pedestrians behind the gate, as well as a second train-warning device.  This does not exist on the Burlington Northern line in Downers Grove.  Mr. Swimmer also referred to "hot spots" where young people or adults will often cross the tracks where there is no actual crossing.  The FRA says that the community is responsible for fencing to prevent these people from crossing the tracks.  Mr. Swimmer said he personally knew a family who lost their son at Main Street earlier this year.  He appreciates the efforts made by Mayor Tully.  He wants to explore another grade separation in Downers Grove.  According to Mr. Swimmer the only viable solutions are to raise all tracks in Downers Grove to remove all railroad crossings.  Over $50 million was spent at the Belmont underpass.  Money is available and is out there.  The Village has to start seeking it out.  There are still oil trains passing through that can cause much more serious issues.  He said that they are going to have to plan for the future.  With the present situation, it should be Downers Grove North, and Downers Grove South, because the trains have split the Village in half. 

 

Tom LeCren, 545 Chicago Avenue, thanked the Village's Police Department and urged them to take extra special care.  We need the police officers out there and we need them to be safe.  It seems to be open season on police officers.  This is a country of laws and we need police officers to enforce those laws.

 

Laurel Bowen, 829 Clyde Drive, recognized the slain police officer from Fox Lake and expressed condolences to his family.  She said that people should speak out and not accept the violence.  Eleven officers have lost their lives to this type of behavior.

 

Ms. Bowen then commented on Clyde Estates, asking if the Council members have been in the area since the bulldozers have come through.  She asked that the Council re-examine the projects, and requested contact information for the residents for the engineer.  Ms. Bowen said she is submitting a Freedom of Information request tonight for that information.  Her driveway was not leveled and not packed properly.  She said that she had to ask twice in one week to fix it.  They finally did it correctly, but only after several requests from her.  Ms. Bowen also said that the trenches in the street were filled with dirt, and not with rocks.  She requested more oversight of the project from the Village Council and from the company that received $90,000 to do the job.  She said that ditches in their area are full of mud.

5. Consent Agenda

COR 2015-6402 - A. Claims Ordinance:  No. 6121, Payroll, August 7, 2015

 

BIL 2015-6403 - B. Bills Payable:  No. 6212, September 1, 2015

 

RES 2015-6364 - C. Resolution:  Authorize an Extension to the Agreement with Baker Tilly Virchow Krause, LLP

Summary:  This authorizes a one-year extension to the agreement with Baker Tilly Virchow Krause, LLP. 

A RESOLUTION AUTHORIZING EXECUTION OF AN EXTENSION TO THE AGREEMENT BETWEEN THE VILLAGE OF DOWNERS GROVE AND BAKER TILLY VIRCHOW KRAUSE, LLP

RESOLUTION 2015-57

 

RES 2015-6393 - D. Resolution:  Authorize an Agreement with CHC Wellness

Summary:  This authorizes an agreement with CHC Wellness for the Village's annual wellness screening program. 

A RESOLUTION AUTHORIZING EXECUTION OF AN AGREEMENT BETWEEN THE VILLAGE OF DOWNERS GROVE AND CHC WELLNESS

RESOLUTION 2015-58

 

MOT 2015-6392 - E. Motion:  Award a Contract for $87,300.00 to Schroeder Asphalt Services, Inc. for the 2015 Fall Roadway Patching Project

Summary:  This awards a contract for $87,300.00 to Schroeder Asphalt Services, Inc. for the 2015 fall roadway patching project.

 

MIN 2015-6401 - F. Minutes:  Note Receipt of Minutes of Boards and Commissions

Summary:  Library Board - July 22, 2015

Zoning Board of Appeals - July 22, 2015

 

Motion:  Commissioner Olsen moved to approve the Consent Agenda as presented.  Commissioner White seconded the motion. 

Votes:  Yea: Commissioners Olsen, White, Waldack, Vattimo, Hosé, Barnett; Mayor Tully

Nay: None

Mayor Tully declared the motion carried.

6. Active Agenda

ORD 2015-6378 - A. Ordinance:  Proposing Establishment of Special Service Area Number 9 - 35th and Saratoga Subdivision

Summary:  This proposes establishment of Special Service Area Number 9 for the 35th and Saratoga Subdivision at 1350 35th Street. 

AN ORDINANCE PROPOSING THE ESTABLISHMENT OF SPECIAL SERVICE AREA NUMBER 9 IN THE VILLAGE OF DOWNERS GROVE, ILLINOIS AND  PROVIDING FOR PUBLIC HEARING AND OTHER PROCEDURES IN CONNECTION THEREWITH

ORDINANCE NO. 5477

Motion:  Commissioner Olsen moved to adopt "An Ordinance Proposing the Establishment of Special Service Area Number 9 in the Village of Downers Grove, Illinois and Providing for Public Hearing and Other Procedures in Connection Therewith," as presented.  Commissioner White seconded the motion. 

Votes:  Yea: Commissioners Olsen, White, Waldack, Vattimo, Hosé, Barnett; Mayor Tully

Nay: None

Mayor Tully declared the motion carried.

7. First Reading

ORD 2015-6377 - A. Ordinance:  Authorize a Special Use for 1001 31st Street to Permit a Warehousing Business

Stan Popovich, Planning Manager, explained this special use request is at the southwest corner of 31st Street and Highland Avenue and is zoned O-R, Office Research.  A text amendment was approved earlier in this year allowing for warehousing businesses in certain areas.  He said the company stores hockey gear at this location.  The proposed use is complies with the Comprehensive Plan.  He referred to the Sections of the Zoning Ordinance that relate to this request, stating that all standards have been met.

 

Village Manager Dave Fieldman said the business has been operating for several months and there have been no complaints submitted to the Village.

 

Ken Rathje spoke on behalf of the petitioner, stating that the unique nature of the business is to store custom hockey gear that is all acquired via stock from professional hockey teams.  All orders are conducted via the Internet, and no public is allowed at the site.  This is the second business this company has brought to the Village.  The first business is Straight North, which is also an Internet business.

RES 2015-6376 - B. Resolution:  Approve the Final Plat of Subdivision for 2801 Ogden Avenue

 

Mr. Popovich stated that this and the next items are proposed resolutions that relate to 2801 Ogden Avenue, which is a 17-acre site that is primarily undeveloped at the southeast corner of Walnut and Ogden Avenue.  It is owned by the Park District and the Alter Group.  The intent is to subdivide the property into two lots.  The Alter Group will own Lot 1, and the Park District will own Lot 2. There is no development planned for either lot at this time.  Because the use and public improvements are unknown at this time, a Subdivision Improvement Agreement has been prepared.  The property owners of the lots in question will pay for those improvements.  The proposal meets the Comprehensive Plan, and the Alter property will most likely be developed commercially.  The Park District site also meets the Comprehensive Plan.  Both lots meet the Subdivision Ordinance regulations.  The Plan Commission has heard the petition and agrees that all requirements have been met.

 

RES 2015-6405 - C. Resolution:  Authorize a Subdivision Improvement Agreement with TAG Land DGS LLC and the Downers Grove Park District (Ogden & Walnut Resubdivision)

8. Mayor's Report

Mayor Tully reported that the Illinois State Water Survey and DuPage County hosted a series of open houses in late July to explain and answer questions with regard to the new floodplain map and take questions.  Since then, Village staff and other municipal staffs have provided questions and comments to the County, and the County staff is providing a list of those questions and comments.  A 90-day appeal period will take place and once that is passed, FEMA will issue a letter of final determination for a floodplain map to be issued in 2017.  He said that further information is on the Village's website. 

 

Mayor Tully then mentioned a list of recommendations for staff's review to be submitted to the Floodplain Oversight Committee.  Mr. Fieldman said staff would forward that on to the Commission.

 

Mayor Tully said the Stormwater Management Planning Committee referred the annual budget to the DuPage County Board.  It is available on line. The budget is a maintenance budget with no capital projects being proposed.  The County has floated the concept of a new revenue source for stormwater, and those efforts were postponed in order for a program assessment and financial analysis to be completed.  That is available for review.  In addition, in the next few weeks, meetings with DuPage County staff will be arranged.  This information was provided for review at today's meeting. 

 

9. Manager's Report

10. Attorney's Report

Pursuant to Section 2.5 of the Downers Grove Municipal Code, the following are presented for Village Council consideration:

 

  1. An ordinance authorizing a special use for 1001 31st Street to permit a warehousing business
  2. An ordinance amending Article 9 of the Downers Grove Zoning Ordinance regarding signs

 

11. Council Member Reports

Commissioner Waldack announced the 39th Downtown Fine Arts Festival will be held September 12 and 13 from 10:00 a.m. to 5:00 p.m.  There will be musicians from Downers Grove North and South, as well as the Downers Grove Chorale Society.  Information is located on www.downtowndg.org.

Mayor Tully noted that the Village's website has information on the September 2 mosquito spraying designed to address West Nile Virus.  He wished everyone a safe and happy Labor Day.

12. Council Member New Business

MOT 2015-6399 - A. Motion:  Direct Staff to Prepare an Agenda Item Providing Funding in the Amount of $20,000 to the DuPage Senior Citizens Council for the Meals on Wheels Program in FY 2015 and Direct Staff to Budget $30,000 for FY 2016

Summary:  This directs staff to prepare an agenda item to provide funding in the amount of $20,000 to the DuPage Senior Citizens Council (DSCC) for the Meals on Wheels Program in FY 2015 and direct staff to budget $30,000 in funding for FY 2016 towards the program.

Commissioner Waldack said this request was submitted earlier in the year for funding for the Meals on Wheels program. 

Motion:  Commissioner Waldack moved to authorize staff to prepare an agenda item providing funding in the amount of $20,000 to the DuPage Senior Citizen Council (DSCC) for the Meals on Wheels Program in FY 2015 and direct staff to budget $30,000 in funding for FY 2016 towards the program.  Commissioner Hosé seconded the motion. 

 

Public Comment:

 

Marilyn Krolak, Executive Director of the Senior Citizens Council of DuPage introduced Tasha Samuels and Board member Eileen Fitzgerald.  Ms. Krolak said that the DuPage Senior Citizens Council submitted a request for funding in February, which was followed up in April by Ms. Krolak.  She distributed handouts to the Council members and staff.  She said she also had the projected number of seniors who are served in Downers Grove.  Ms. Krolak then provided the history of the Senior Citizens Council.  One of their first issues was to sync with local hospitals.  A number of members became volunteers for the home delivered meals program.  She explained that there were several other programs established including minor home repairs, chore days, etc., and an annual legislative forum. 

 

Ms. Krolak said approximately 225-250 seniors in Downers Grove receive 14,000 meals annually, as well as 10,000 well-being checks, 25-50 minor home repairs, and 80% of those served are 125% below the poverty level.  Many have no family as support.  She noted that about half of the agency's funding comes from federal and state funding.  The remaining 50% is received from fund raising and partnerships with municipalities. 

 

Eileen Fitzgerald is a Downers Grove resident and is a fundraiser for the Senior Citizens Council.  She said the services provided by the organization include meals, home repairs and other types of services.  Downers Grove has not funded the Senior Citizens Council since 2009 and she encouraged the Village to begin funding them again.

 

Commissioner Waldack thanked the speakers and explained why he brought them forward.  The residents are very supportive of Meals on Wheels.  Funding from the Village stopped in 2009.  He noted that he received ludicrous reasons for why the funding stopped, such as the statement that the funds would not stay in Downers Grove.  The Commissioner said that the money stays in Downers Grove.  This is a standard that is not required in other services provided by the Village.  Meals on Wheels is not a charity.  This was another misstatement and yet funding was stopped.  The Village funds meals for children through school programs.  When seniors are funded it is also a program.  Millions of dollars are spent on children by providing schools, parks, special social and recreational programs, etc.  This is done because children are our future, and there is a stake in our children.  He said that they also invest in families in terms of safe housing, employment, travels, transportation safety, etc.  Somehow seniors have become a burden and a charity.  Seniors were our future and the backbone and the lifeblood of our community.  He said everyone should be responsible for how our seniors are treated.  A number of meetings have been held regarding priority funding and those were serious conversations.  He asked whether seniors will be provided with a higher tax bill for a wider street, yet it would not be acceptable to knock on their doors to say that money will be spent to give them Meals on Wheels and know that they are eating properly or can be provided with well-being checks to see whether they are in need of health services.

 

Mayor Tully noted that the Motion only authorizes the preparation of an Agenda item, not a vote on the issue.

 

Commissioner Olsen thanked everyone for their comments, saying that the topic is worth further discussion at a future date. 

 

Commissioner Hosé said he was glad that the issue is coming forward and he looks forward to further conversation on this.

 

Commissioner Barnett said when a member is this passionate about something, they should be talking about it.  He said that they all have their issues and they are worthy of consideration.  The timing is strange because of the budget process but he believes they should discuss this.

 

Commissioner White stated he is also in favor of discussion, because spending pennies on this actually saves taxpayers' money.  Downers Grove needs to step up on this issue.

 

Commissioner Vattimo said she thought this is a great idea.  They need to further explore it, and she asked how they could say no.

 

Mayor Tully said that it is correct that the request came in last February.  Now they need to discuss the issue.  He has no problem discussing the request for 2015.  The 2016 budget process begins next month.  He prefers to talk about it as part of the budget process.  It will become that anyway because of the timing.  He then called for a Roll Call on the Motion to discuss this at a future meeting. 

Votes:  Yea: Commissioners Waldack, Hosé, White, Vattimo, Olsen, Barnett; Mayor Tully

Nay: None

Mayor Tully declared the motion carried.

 

Commissioner Olsen moved to recess to the Committee Room at 8:16 p.m.  Commissioner White seconded the motion. 

Mayor Tully declared the motion carried by voice vote.

13. Council Retreat - Discussion of Council Roles, Responsibilities, Structure and Expectations - Committee Room

Mayor Tully reconvened the meeting at 8:22 p.m.

 

Mayor Tully commented that previous meetings on Governance covered three items with respect to New Business, Coffee with the Council and other issues.  Other items needed to be discussed including, among other things, ground breakings and ribbon cuttings.  He said that he believes there should be Village representation when invitations are received.  If he were unable to attend, he would extend the invitation to the Mayor Pro Tem, or to Council members who serve as liaisons for specific groups.  He said he has not heard any complaints or concerns expressed.  He said he thinks communication has been good and also added that the Google calendar is working well. 

 

Commissioner Hosé raised the issue of parades, saying he is concerned with the politicization of the Council entry over the last two years.  It makes the rest of the Council part of that political view.  He suggested that perhaps what is needed is an individual entry.

 

Mayor Tully replied that this has changed over the years and gone full circle.

 

Commissioner Barnett said people will walk with whomever they want to. 

 

Mayor Tully said everyone has the right to walk with whatever group they may want to.

 

Commissioner Hosé said his point is if the group is Village Council they will be together but he would like to know ahead of time. 

 

Commissioner White said it is important to have a common understanding of what is going to happen so everyone is on the same page.  He agrees it is one piece of a larger issue.  Before a parade everyone should understand what is being done so there are no surprises.

 

The Mayor said that the parade has changed every year for the last 15 years.  He thinks they can wear one shirt to specify they are members of the Village Council, or make a decision ahead of time.  They could also walk twice. 

 

Commissioner Waldack said they could separate themselves as members of the Village Council if they are walking with a group other than the Village Council.

 

Mayor Tully said depending upon parade spacing they could all wear green shirts when walking within the Council and then move on to another group if they choose to do so.

 

Mayor Tully then introduced the issue of responding to inquiries from the press.  For the most part, this is working fine.  Obviously inquiries come up on any number of topics.  There is an official message of the Village, which goes through the Communications Director or staff, especially related to public safety.  If it's the specific view of one member, it should come from that member.  However, the official Village view should come from staff, and Council members can repeat and share that official message.  The Communications Director is more experienced with dealing with the press.  They need to send a consistent and accurate message.  This is not different than what happens in the private sector.

 

Commissioner White said that individuals have no legal authority to act, except as a public body.  He thinks it would be unwise for any individual to speak on behalf of the Village. 

 

Resident inquiries and requests for service:  The Mayor said this has not been a problem in the past.  The majority of those requests are forwarded to staff for a response or action. 

 

Commissioner Olsen said that if he receives comments via email he thinks the present practice of referring it to staff is working well. 

 

Commissioner Waldack asked that staff remind the Council if something is not working properly.  There appears to be no problem with the current system. 

 

Mayor Tully said that often by the time something gets to them for action, there has already been a backstory that staff is aware of, and it is good for the Council members to get that backstory before following up on a request.

 

Boards and Commissions:  Mayor Tully noted that in prior years, Council members were not allowed to attend Board and Commission meetings because their presence might affect members on the Board or Commission negatively.  That has changed, and there is no problem for a Council member to attend a meeting as long as there is no actual participation or influence in the decision-making process.  That would defeat the purpose of a recommending board.  As for the role of liaison to Boards and Commissions, the role was to report back to the rest of the Village Council or staff.  Now Council members report back during their Council reports. 

 

Commissioner Olsen said he has no problem with attending Boards and Commission meetings as long as the Council member is not participating in the discussion or decision-making process. As for the liaison positions they were never finalized, only proposed.  He doesn't think it is necessary to attend meetings and burden the Village Council with attending all Board and Commission meetings.  They should distinguish between outside agencies and Boards and Commissions.

 

Mayor Tully said that the liaison to Boards and Commissions was to review the functionality of the Board, and not participate in the actual business of the Board.

 

Commissioner Hosé said that attendance by the Village Council could have an effect on the Board and Commission members. 

 

The Mayor said occasional attendance is okay, perhaps just as a thank you and to say hello.  A few years ago they used to have a Boards and Commissions retreat just to review the role of the groups and review what the responsibility of each is.

 

Commissioner Barnett said that a liaison has no value if they are not participating. 

 

Commissioner Waldack said that the liaison in the past interviewed candidates and made recommendations to the Mayor.  It was a fabulous process to take some of the workload off of the Mayor.  That was destroyed by politics. 

 

Mayor Tully commented that external entities require liaisons.  He thought that worked well.  The consensus was to continue that process.  It is not required to attend all meetings, but just to monitor them.  Some agencies actually require members, such as the Downtown Management or the Economic Development Corporation.   The Mayor said he would recirculate the list of external groups.

 

Regarding internal boards, the Mayor said that some time ago Community Grants and Community Events did not have a Village Council member as a Chair.  Then in about 2001 or 2002, because those groups had a budget component, it was decided to have a Village Council member as the Chair.  He said that perhaps that is no longer necessary. He suggested that just a liaison would work.  It was recommended by Commissioner Waldack that the Community Events group return to a normal seven-member board.  This could be discussed further at the next Community Events Commission meeting.

 

Commissioner Olsen said he agreed with Commissioner Waldack's suggestion to return to normal seven-member Board. 

 

Mayor Tully then asked about eliminating the need for liaisons to the internal Boards and Commissions. 

 

Commissioner Barnett suggested that the Mayor inform all Board and Commission members that there will no longer be liaisons.

 

Communications with the Public:  The Mayor said that everyone has a First Amendment right; however he is concerned when communicating an official view of the Village Council is sent by an individual.  If there is a shortcoming in communications, that needs to be fixed.  Individual communications should very clearly specify that it is an individual's communication and is not an official Village communication. 

 

Neighborhood Meetings:  The Mayor said that traditionally, the Village Council has not attended neighborhood meetings chaired by staff.  Years back every spring there would be annual meetings concerning the sidewalk problems and construction.  Historically Council members have not attended staff organized neighborhood meetings.

 

Commissioner Olsen said he felt Council attendance would be more of distraction.

 

Commissioner White also said that the Village Council should not attend Village staff-organized neighborhood meetings.  In addition, if several members attend, there is an Open Meetings Act violation.  He added that the impression is that a Council member has the authority to change a specific project, and that will upset the process as well.

 

Commissioner Waldack asked about Clyde Estates and what made that different.  He thought perhaps the Council should have been there.

 

Commissioner Barnett said he is not sure it's an issue if a Council member attends.

 

Commissioner Olsen said it might be beneficial for the Village Council to attend to hear concerns directly.  He said that the Clyde Estates meeting, which a number of members attended, was more of an open house type of meeting.

 

Commissioner Barnett commented that the Council needs to be more accessible. Often, by the time an issue comes before the Council, a lot has already happened.

 

Commissioner White said that they perhaps need a process of a Committee of a Whole discussion. 

 

Commissioner Hosé noted that one of the things that happened from the Clyde Estates meeting was having a written report of what transpired.

 

Mayor Tully replied that Clyde Estates is an extreme example and should not guide the process going forward.  If there is a sufficient swell of concern, then the meetings gets noticed and the Village Council attends.  This has to be decided on a case-by-case basis.

 

Commissioner White said the process is to request a Meeting of the Whole.

 

Commissioner Olsen said he didn't think they should go that far.  He felt there was a challenge regarding the Clyde Estates meeting in terms of getting a wide-range of feedback from individuals, reviewing written comments, etc. 

 

Commissioner Barnett expressed concern that they are not participating when requested to attend by a resident.

 

Mayor Tully replied that it is a judgment call.  There is no bright-line rule. In an ordinary instance, things seem to work fine.  There will be occasional situations where they may have to go the extra step. 

 

Commissioner Waldack commented that he thought there was not enough feedback and details about issues and complaints.  It would be best if a report of the meeting would be reported back to the Council in detail. 

 

Mayor Tully commented that the Clyde Estates issue had other problems with residents of the area not agreeing as to what the issues were. 

 

Mr. Fieldman said that the exception comes when there is a broad disagreement regarding the scope of the project on the part of the residents.  Most neighborhood meetings are very detailed and specific.  He said that staff would be more formal in note taking and issues discussed.  If there is large disagreement between residents and neighbors on scope, that would be reported to the Council immediately.  Secondly, they would formalize the feedback to the Council. 

 

Commissioner White commented that the Council makes policy, and they need to know if there is a policy issue on which they should act. 

 

Public Comment:

 

John Povlivka commented that if there is no recording, they can't listen to it.  They need an audio recording.  He is concerned about how minutes are condensed and summarized. 

 

Mayor Tully expressed concern about recording everything. 

 

Commissioner Olsen said recording everything only works in a very formal setting, where one person is talking at a time, versus meetings where there are multiple conversations taking place or several people talking at the same time.  It is difficult in an interactive meeting.  Mr. Fieldman's idea is valuable.  He doesn't want to go to extremes.  Recordings may discourage participation. 

 

Ms. Bowen commented that she requested Village Council attendance at the Clyde Estates meetings several times at the Village Council meetings.  The order of the meetings was backwards, as the design was already drafted.  Plans were already done before neighborhood meetings were even called.  She also asked in the past that the meetings be recorded, but was given excuses as to why that could not be done.  The Village Council was elected to be in charge.  She said it was as though no one on the Council cared.  No one took notes at the meetings that were held prior to the open house meeting that Council members attended.  The Village Council can change the results when they vote on a project.  Ms. Bowen said she never heard any report made that the Park District was purchasing property.  She asked why Council members would go to the Board meetings if they were not going to report what took place to the public.  The Mayor said that they have not been doing this in the past, and are now talking about what will happen moving forward.

 

Ms. Bowen further commented on resident communication, and she wanted to contact a staff member whose voice mailbox was full.  She was unable to leave a message.  After trying to leave a message, she was unable to get back to the switchboard and thought that could be improved upon for communication with residents.

14. Adjournment

Commissioner Olsen moved to adjourn.  Commissioner White seconded the motion. 

Mayor Tully declared the motion carried by voice vote and the meeting adjourned at 9:54 p.m.