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September 15, 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 Vattimo, Commissioner Hosé (arr. 7:20 p.m.), Commissioner Olsen, Commissioner Barnett; Mayor Tully

Council Attendance (Absent):  Commissioner White

Staff Attendance:  Village Manager David Fieldman, Village Attorney Enza Petrarca, 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 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. Proclamations

Mayor Tully proclaimed the week of September 17-23, 2015, as Constitution Week.  He presented the Proclamation to Carol Wandschneider, who thanked the Mayor for the Proclamation.

Mayor Tully then proclaimed the month of October 2015 as American Pharmacists Month in the Village of Downers Grove.

Allison Svoboda thanked the Council for the Proclamation.  She stated that pharmacists are the most accessible health care professionals to the public.  She noted that on October 3, 2015, Midwestern University would be hosting a health fair at the Downers Grove Park District, 4500 Belmont Road, from 9:00 until noon. 

Mayor Tully thanked Midwestern for continuing to provide the Health Fair in Downers Grove.  He is impressed by the caliber and professionalism of the providers.  He said that he chooses to get his flu shot at the Health Fair each year.

4. Minutes of Council Meetings

MIN 2015-6428 - A. Minutes:  Council Minutes - September 8, 2015

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

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

Nay: None

Mayor Tully declared the motion carried.

5. Public Comments

This is the opportunity for public comments.

Dr. Gordon Goodman, 5834 Middaugh, commented that he has been out of town for part of the summer, but was interested in the progress at the condominium site on Maple Avenue.  Construction permits have not been issued due to the site logistics.  He asked why the demolition permit was issued in June, and an historic structure torn down the next day.  Dr. Goodman explained the circumstances for issuing the demolition permit saying it might be wise to have a provision regarding historic structures, and not issuing a demolition permit until site plans have been approved.

Dr. Goodman noted that Pierce Downer's Heritage Alliance would have their annual meeting on October 15.  The preservation planner from Geneva will speak at Lincoln Center at 7:00 p.m.

Mayor Tully said that, in terms of the preservation planner, he was glad to see that additional resources have become available.  He would not be surprised to see Dr. Goodman's concerns addressed by the Architectural Design and Review Board, and the Ad Hoc Subcommittee on Historic Preservation.

6. Consent Agenda

COR 2015-6426 - A. Claims Ordinance:  No. 6123, Payroll, August 21, 2015


BIL 2015-6427 - B. Bills Payable:  No. 6216, September 15, 2015


RES 2015-6416 - C. Resolution:  Authorize Submittal of an Application to DuPage County for the CDBG Disaster Recovery Grant for Acquisition of Properties Affected by the April 2013 Flooding Event

This authorizes submission of a grant application to DuPage County for the potential purchase of the home at 5631 Webster Street, including an adjacent vacant lot.




MOT 2015-6397 - D. Motion:  Award a Three-Year Contract to Genuine Parts Company/National Auto Parts Association (NAPA) in an Amount Not to Exceed $1,000,500 for Fleet Parts and Inventory Program Services

Summary:  This authorizes award of a three-year contract to Genuine Parts Company/National Auto Parts Association (NAPA) for Fleet Parts and Inventory Program services in the amount of $1,000,500.


RES 2015-6417 - E. Resolution:  Authorize a License Agreement with Scientel Wireless, LLC to Install, Maintain and Operate Antenna Equipment on Village Property

Summary:  This authorizes approval of a license agreements with Sceintel Wireless, LLC to install, maintain and operate an antenna on Village property located at 4414 Downers Drive.




Motion:  Commissioner Olsen moved to approve the Consent Agenda.  Commissioner Waldack seconded the motion. 

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

Nay: None

Mayor Tully declared the motion carried.

7. Active Agenda

8. First Reading

MOT 2015-6419 - A. Motion:  Authorize a $20,000 contribution to the DuPage Senior Citizens Council (DSCC) for the Meals on Wheels Program in FY 2015

Village Manager Dave Fieldman stated that this motion is to authorize a $20,000 contribution to the DuPage Senior Citizens Council for FY15.  He said that this was discussed at a previous Council meeting under Council Member New Business.  Staff has prepared a report.

Commissioner Waldack thanked staff for bringing this issue forward.  He stressed that Meals on Wheels is a program, and not a charity.  He thanked the Council for their consideration.

Commissioner Barnett said he is struggling with the process and asked that staff provide answers to his questions by next week and before the next meeting.  Generally budget amendments are in reaction to unforeseen circumstances.  Budgets are considered, priority lists are prepared and they reflect statements of values.  The process here troubles him.  He said he would like a better understanding of this issue.  It seems as though this is a piecemeal budget discussion.  He sees this as a values conversation and suggested that this is inappropriate.  He wanted to know how staff recommended $20,000, and not $30,000, and why DSCC did not ask for $60,000.  Commissioner Barnett said he'd like to understand the history of the Meals on Wheels program that started in 1975, but Village funding didn't start until 1998.  He asked to see the minutes of this if they can be found.  He noted that the DSCC commented that lack of funding has affected Village residents negatively and he would like to hear more about this.  He'd also like to hear from DSCC about what happens the remainder of the time, and what other work is being done by Meals on Wheels.  He asked whether the well-being checks are in addition to the meals that are delivered.  Village public safety personnel spend a lot of hours on visits, and he would like to know whether there would be a shift in the allocation of funding. 

Commissioner Olsen said he appreciated that Commissioner Waldack brought this forward.  He is a fiscal conservative and is cautious about spending the taxpayers' money.  Commissioner Olsen said he spoke at the Long Range Plan meetings about the goal to consolidate services and public/private partnerships.  These are important to him.  Another goal was to work intergovernmentally to address human services.  This is an intergovernmental partnership that addresses human services, and is a public/private partnership.  There is another group that would administer this program.  He is favorably inclined toward this and hopes to find opportunities to have effective services that won't cost our taxpayers very much.  He appreciates the discussion.

Commissioner Hosé said he agrees that this is a statement of values.  There is a value to public/private partnerships.  He sees this as involving federal, state and local governments working with a local agency.  There is great value in partnering with DuPage Senior Citizens Council.  With regard to FY16, this will be part of next year's budget discussion.  With respect to where the money goes, the DSCC said that the money stays in Downers Grove, and we know the costs to operate in Downers Grove as well as the funding gap.  The gap is larger than what we are asked to contribute.  There is great value in the program.  He looks forward to supporting this.

Commissioner Vattimo said this is a great program, and the Village has not contributed recently; $20,000 is reasonable.  She thanked Commissioner Waldack for bringing this up.

Dr. Gordon Goodman, 5834 Middaugh, said that he has come before the Council since 2008/09 to ask when it would be appropriate to consider these issues.  He is pleased to see this before the Council.  In 2008/09/10, there was great public input.  This is a value judgment.  The economic pressure was used to reverse the previous Council's value judgment.  He believes there is support for this in the community.  The Village does not have to employ people, but gives the money to an organization that has experience in administering the project.   He asked where the motion was, and whether this was taken up at the Long Range Plan sessions.

Mayor Tully said this was not specifically brought up in the Long Range Plan discussions.

Commissioner Olsen said that human service issues were discussed.

Mark Thoman, 1109  61st Street, said that the total number of ambulance rides in 2014 was over 2000, and for each ride the full cost was not recovered.  He provided an example of a senior that gets a visit from an unpaid volunteer who checks on their well-being versus the cost of an ambulance ride to the emergency room.

Mayor Tully said that there is no Motion yet, as this is a First Reading and in the discussion phase.

Carol Marro, 5855 Janes, said she is present with her son who is preparing to become an Eagle Scout.  She added her support to Commissioner Barnett's comments.  She said she strongly supports these services and encouraged the Council to think holistically about all of the social services.  She asked whether there are other services that the Village would or could support.

Mayor Tully replied that the Village participated in this program for many years, and then stopped, but the requests continued to come but were not met.  There was a time when the Village participated in a number of like issues.

Commissioner Waldack referenced his previous comments made two weeks ago.  He commented on the budget and the priorities of one Council versus another.  He commented that this Council is not held to previous Council decisions.  Regarding the request, he would be happy to increase the contribution to $30,000, but he hasn't heard that support from the Council.  He lowered the amount requested as it was for the year and it is near the end of the year.  He stated that this is a public request of the Village staff to include $30,000 in the FY16 budget, and the Council would have to vote on the budget.  The County determines who is served based on the funding that is available.

Commissioner Barnett asked whether this is a County-decided means test, and Commissioner Waldack replied that it is.  Commissioner Barnett then asked if there is a larger number of people to be served, or is more frequent service being provided.  Commissioner Waldack said he couldn't specifically answer that question.  He suggested that funding be for Meals on Wheels, and not all of the DSCC programs. 

Commissioner Barnett commented that he agrees with Commissioner Olsen's philosophical approach, and he hopes next year that there is discussion about public safety staff.


INF 2015-6429 - B. Information:  Facilities Sustainability Plan

Mr. Fieldman said that this top priority item would be presented by Deputy Village Manager Mike Baker.

Mike Baker, Deputy Village Manager, introduced the Facilities Sustainability Plan, which was identified in the Long Range Plan discussions as a top priority action item.  He said he would define and describe the process and provide information about the issues in two buildings, the Village Hall and the Police Department, both of which have maintenance needs and operational issues.  He explained the plan process with an introduction of the issue, resources availability, options and a final plan. Those discussions will take place between September 2015 and August 2016. 

Mr. Baker displayed photos of the Civic Center site that is adjacent to the Burlington Northern railroad tracks.  It includes Village Hall, constructed in 1929, and the Police Department constructed in the late 1970s and occupied in 1979.  He referenced the 2012 Facilities Condition Assessment.  That assessment concluded that of the seven major buildings that the Village owns, five buildings are in maintainable condition.  Two buildings, Village Hall and the Police Department, were in below average condition requiring major renovations.  Maintenance costs for the Police Station would be $3.7 million and Village Hall at $6.7 million to bring them into improved conditions. 

Mr. Baker then addressed the Police Department maintenance needs including the HVAC system replacement, electrical system upgrade, window replacement, elevator installation, and roof replacement.  Village Hall maintenance needs include the HVAC system, electrical system upgrade, replacement of the roof, boiler replacement, and passenger elevator installation.  Village Hall is a larger building which explains the increased cost estimate.  Operational challenges in the Police Department, which was occupied in the 1970s under different law enforcement standards, includes the booking room, evidence processing, evidence storage, prisoner removal area, interview room, investigation space, and squad parking area.  Village Hall operational challenges include the public lobby, public meeting spaces, separate meeting space for permit applicants, inefficient interior layout, and multiple public access points.  He said all of this information is on the Village's website.  He then showed other images of both the Police Department and Village Hall.  Village Hall is 49,500 square feet in size, and the Police Station is 26,700 square feet in size.  Village Hall houses 61.8 full time staff, versus 110.2 full time staff in the Police Station.    He explained that Village Hall has had many changes in its use over the past 20 years.  Public Works, VOC, Traffic Court and Fire Prevention used to be in Village Hall.  There have also been staff reductions at Village Hall.  He explained this is a lengthy process and will require a great deal of time and attention.

Mayor Tully said there are more details on the Village website.

Commissioner Olsen commented that this is a great start to the process, and there is a lot of information available.  He noted that this was discussed in a different format last year, and he is pleased to see a process that sets the "reset" button while not losing the work already done.  Commissioner Olsen said he appreciates that this will be an extensive process and it is important that this creates and generates community involvement.  He sees this as an important community conversation and appreciates the work already done by staff.  He encouraged the community to view the information on the website.  He noted that for those who do not have access to the website, documents can be made available upon request.

Commissioner Waldack thanked staff for the presentation, saying that there were no surprises.  It is important to get this information out to the public.  He said that he thinks there has been a shift and people are concerned about both the Police Department and Village Hall.  He said he looks forward to the participation of the community and looking at the current state funding sources to explore opportunities.  He will be reviewing the process both in terms of needs and wants, and the money that is available to cover expenses.  He sees this as a good first step.

Commissioner Hosé stated that it is great to re-engage people who were involved in the last discussion.  He agreed that there were no surprises in tonight's presentation.  With regard to future conversations, the Village knows its resources in terms of funding and operational challenges.  What challenges will be solved, and what resources the Village is willing to use to solve the issues are important questions.

Commissioner Barnett said he agrees with Commissioner Waldack, but he feels the process is way too long.  This conversation has been had many times.  The public responded to the amount of money to be spent.  The question is well defined. 

Commissioner Vattimo said she looks forward to this process.  The Police Department needs work.

Mayor Tully commented that the problem is well defined and has been since 2001.  It does not get better.  Many people in the community did not like the most recent plan put forth.  Costs will only grow.  Not doing anything is not an option.  The Mayor said they have to talk about cost and functionality.  They need to plan for the future and not just for today.  They have to have a solution that can be supported by Village means, and they need consider trends and partnerships.  He noted that people were not sold on the value proposition.  Therefore they need to focus on the process, not in terms of the problems, but in terms of the value to the community.   In terms of a timetable, it allows for a supported, sustainable solution.  The Mayor said that they want to be sure that everyone is in agreement.  They cannot please everyone, but they do not want to disappoint everyone.  They need to find a solution.  Engaging the community is not sufficient, but they want a sense that they are with the Council in its decision.  He said that he is glad that the level of attention to this has never been higher.

Jon Povlivka, 6016 Washington, urged staff and the Council to have an open mind in terms of adaptive re-use.  As for fleet maintenance, no mention was made of moving it tonight.  A central location is a good idea.  He addressed the tarp on the Police Department and asked if it was used as a photo op.

Ms. Marro said in terms of engaging the community, they should use social media to find out what people think.  They have to find easy ways to allow for quick feedback.

Mayor Tully commented that the Village has utilized social media and virtual town hall meetings.  They want informed communication.  Engagement is a two-way street, and the Village will continue to use all means to reach out. 

Commissioner Olsen commented that the issue has been defined.  The process is deliberate in terms of developing a plan.

9. Mayor's Report

The Mayor made the following announcements:  Coffee With the Council will be held September 19 at 9:00 a.m. at the Main Street Train Station; on September 17 the Chamber 630 annual awards ceremony will be held from 6:00 to 8:00 p.m. at the Tivoli Theater; Hope's Front Door open house will be held on September 17 at 1047 Curtiss Street.  This is a first responder program for people in need, and the open house will enable others to learn more about the organization.

10. Council Member Reports

Commissioner Olsen thanked the Education Foundation of District 58, the Farmers' Market and the Fine Arts Festival for the events of this past weekend. 

Commissioner Olsen also announced that Oak Hill Cemetery, just outside of the Village, has had a restoration of historic headstones of Civil War veterans which will be dedicated on September 19 at 1:00 p.m.

Commissioner Hosé said that on Wednesday, October 7, from 6:30 to 8:30 p.m., Fire Station 5 at 67th and Main Street, will conduct its annual open house with many events for children and adults.

Mayor Tully wished good luck to the future Eagle Scout who attended this evening's meeting.

11. Adjournment

Commissioner Olsen moved to go into Executive Session pursuant to Section 2(c)(5) of the Illinois Open Meetings Act to discuss the purchase of property.  Commissioner Waldack seconded the motion.

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

Nay: None

Mayor Tully declared the motion carried and the meeting adjourned into Executive Session at 8:49 p.m.


Respectfully submitted,

April Holden

Village Clerk